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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00089164 |
Description Activated On: 7/15/2025 1:55:32 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position encompasses a variety of responsibilities in budgetary administration, contract processing, purchasing and general office management duties for special education programs funded with Individual with Disabilities Education Act (IDEA-B) federal funds. This person must be able to maintain a high level of professionalism in dealing with department staff, local education agencies, various contractors, and the public. This employee maintains a working knowledge of computers and software including word, spreadsheets and databases. This position requires a considerable degree of administrative ability, knowledge of the principles and practices of governmental accounting, discretion, and independent professional judgment in decision-making |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. BUDGETARY/CONTRACTING: 1. Review and analyze contracts and budgets to ensure completeness, fiscal accuracy, and conformance with specific laws, regulations, department and comptroller office policies. 2. Analyze and prepare budgeting and accounting reports per administrative operations for the purpose of maintaining expenditure controls and estimating funds needed for upcoming fiscal years. 3. Analyze, review, and approve or disapprove contract budgets, revisions, and amendments for programs operated in assigned program review areas. 4. Work directly with fiscal and program personnel to obtain pertinent information when preparing/altering contract budgets. 5. Provides technical assistance to the Administrative Office of the Bureau when preparing budget requests. 6. Assembles fiscal and statistical data for use in budgetary decision and maintains files of budget information. 7. Prepare and monitor Funds Commitment Contracts and Purchase Order Contracts and any amendment which may be required in accordance with Contracting for Services Manual. 8. Review, analyze and utilize the SAP accounting system and COLTS system per administrative operations to maintain control of encumbrances and expenditures for contracts and various documents processed. 9. Receives invoices for executed contracts, reviews for accuracy, resolves any discrepancies, and signs/approves the invoices for payment, as appropriate. 10. Enters Good Receipts in the SAP accounting system per administrative operations for invoices received. 11. Assists the Administrative Officer of the Bureau in the evaluation/review of year-end open encumbered documents, research of each document to determine amounts encumbered/expended, and inform the Department’s Budget office and Comproller’s Office on disposition of each (maintain or lapse funds). 12. Serve as a liaison between the Bureau and other governmental agencies/local education agencies by initiating and processing contracts and memorandums of Understanding PURCHASING: 1. Assists in evaluating and determining major office equipment needs and initiates acquisition of such equipment. 2. Responsible for initiating the Bureau’s procurement activities by analyzing and reviewing all procurement paperwork/forms and budgets submitted by Bureau Staff. 3. Works directly with vendors to determine feasibility of any purchase, taking into account available funds and needs of the Bureau. 4. Maintains a cooperative working relationship with the Department’s Bureau of Management Services by serving as the liaison for the Bureau. GENERAL OFFICE MANAGEMENT: 1. Ensures proper maintenance of office equipment. 2. Assist in the coordination of office moves and major renovations of space within the Bureau. 3. Assist in evaluation Bureau’s telecommunication needs, secures services and equipment, and reviews the monthly telephone bills. 4. Maintains a cooperative working relationship with the PDE’s Telecommunication Office, which includes coordination of services/features for each telephone, gathering and providing information as requested, and the overall resolution of problems in regard to telephones/telecommunication. 5. Bureau Records Liaison which includes packing and labeling boxes, completing Records Retentions Forms and forwarding necessary information to the Bureau of management Services Records Coordinator. OTHER: 1. Design and/or prepare various reports as requested. Independently gathers, prepares, and submit reports to appropriate person(s). 2. Compose correspondence for own signature. 3. Compose correspondence for the Bureau Director’s, Assistance Bureau Director’s and Administrative officer’s signature. 4. Serves as the back-up to and represents the Bureau’s Administrative officer when absent or unavailable. 5. Assists with securing publications notification services, etc., for the IDEA-B state application. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Work is performed with considerable independence under general supervision of a professional superior. Finished work is reviewed for clarity, completeness and results. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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