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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00097212 |
Description Activated On: 7/22/2025 1:28:08 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. Provides administrative support to the Bureau of Center for Program Development and Management as it relates to Financial and Contract Management. |
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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. 1. Provides administrative support to the Financial and Contract Management Section. 2. Assist in processing contractual documents (includes but is not limited to RPO and MPO, PIB, and Consultant Service Contracts) originating in the Center for Program Development and Management: - Sends draft documents to Legal Counsel and Comptroller's Office for review and approval. - Assists supervisor in the preparation of final documents for review by supervisor prior to execution. This position assists the section manager in the preparation of final documents when applicable. - Transmits contracts to Planning Commissions, and other Planning Partners for execution. - After ensuring execution by the Deputy Secretary for Planning and local officials, the contracts are processed for complete Department level execution. This includes encumbering funds in SAP for comptroller review and approval. - Prepares notification to proceed letters for review by supervisor. - Transmits fully executed contracts to all agencies. 3. Assists in processing fiscal documents associated with the Open-End Agreements, which originate in the Center for Program Development and Management: -Assists with establishing and processing work orders associated with Open-End Agreements. -Assists with processing fiscal documents associated with Open-End Agreements and associated work orders. 4. Acts as a Purchase Order Goods Receiver in SAP/SRM. Works also includes processing Shopping Cart Requisitions in SRM for various Office of Planning bureaus, as needed. 5. Assists in processing supplemental contracts (includes but is not limited to RPO and MPO, PIB and Consultant Service Contracts) as required: - Assists with preparation of supplemental agreements, attaches all exhibits, and sends to Planning Partners for execution. - After locally executed agreements are returned, documents are processed for departmental execution. This includes encumbering funds in SAP for Comptroller review and approval. - Transmits copies of final executed supplemental agreement to all agencies. - Assists with monitoring all agreements to ensure contract completion dates are kept current. 6. Assists section supervisor and/or manager in the review of planning contracts to assure completeness and legal sufficiency. Assists in assuring that contracts follow federal, state, and Department policies, regulations, and procedures. 7. Assists section supervisor and/or manager in processing fiscal documents as related to planning contracts (includes, but is not limited to RPO and MPO, PIB, and Consultant Service Contracts). This includes processing funds commitments (encumbrances), invoices and accounting adjustments and transfers, and a variety of fiscal adjustments in the Department’s fiscal management system (SAP) and DCED Electronic Single Application (ESA) for assistance. 8. Assists supervisor with the analysis of the PA Infrastructure Bank’s financial and administrative operations and assists with recommendations on the financial status of PIB Loan applicants. 9. Assists section supervisor and/or manager in fiscal activities associated with the Department's Annual Statewide Planning and Research Work Program. 10. Collaborate with the Division Chief in an administrative role when applicable on special initiatives and assignments as it relates to the Financial and Contract Services Division (Example: One of various activities may include the Indirect Cost Allocation Plan efforts statewide) 11. Responsible for the application of independent judgment to ascertain the order of priority for work assignments and completes work giving first attention to the highest priority assignments. Most of this work is of a priority nature in the Department and must be completed within short time durations. 12. Must remain flexible and can be depended upon to adapt to special assignments/projects and make adjustments to work schedule when circumstances so require. 13. Performs other related duties as required. Safety Addendum: 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety trainings and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report any incident, unsafe practice, or near miss to your supervisor 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. 5. Promote a CULTURE that emphasizes SAFETY as a core value: . Immediately stop any unsafe actions. . Incorporate safety into all discussions, deliberations, and decisions. . Continuously communicate the safety direction. . Inspire employees to be a MODEL for safety. . Encourage and support safety initiatives and programs by participating and involving your staff. . Recognize safety daily. . Acknowledge EXTRAORDINARY achievements. . Learn and improve through After Action Reviews (AARs). . Enforce accountability. Develops and maintains positive and constructive internal/external relationships. Works efficiently, demonstrates consistent customer service, demonstrates proper conduct, speech, and ethical behavior. Follows Commonwealth/agency/work unit policies and procedures, such as attendance, punctuality, safety, security, proper care and maintenance of assigned equipment, and economical use of office supplies. Adheres to Telework policies, schedules, etc., and continues to produce efficiently and effectively regardless of work location. |
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. Completed work is reviewed by the Section Manager prior to forwarding it through the Division Manager and Bureau Director to the appropriate customer. |
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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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