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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00105635 |
Description Activated On: 9/24/2024 8:24:55 AM |
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, in the Division of Administration and Financial Services, manages the fiscal and administrative functions of the HIV Program. The position provides administrative support to the Administrative Officer 4 for personnel operations, budgetary and fiscal management, and contract preparation. This position is responsible for: • Maintaining a performance management system for the HIV Program that is linked to the mission, goals and objectives of the Program, Division, Bureau and Department. • Directing the administrative duties for the HIV Health program areas. As part of the responsibility, this position plans, organizes and directs the work of administrative staff to ensure work meets established Program, Division, Bureau and Department goals and objectives are met. |
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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. Manage, supervise and direct the daily administrative and financial operations related to the HIV Program. Direct the overall administrative, fiscal and contractual management of the HIV Program. Act as the assistant to the Division Director on administrative, fiscal, contracting, personnel and overall operations of the Bureau. Coordinate the preparation of Monthly Expenditure Reports for all major funding appropriations within the HIV Program. Review, approve and monitor all spending in the HIV Program. Review and approve all purchases in the HIV Program. Supervise and direct the preparation of all phases of the annual budget request and all other fiscal assignments for the HIV Program. Serve as the subject matter expert on issues related to grant development, including process/oversight for the documents utilized in the HIV Program’s grant walk-throughs. Supports the Administrative Officer 4 with personnel transactions for the Bureau in accordance with Bureau and Department policies. Develop Divisional policies, standard operating procedures and guidelines, and ensure conformity to departmental and commonwealth policies. Understand program functions, and regularly reevaluate them for the purpose of recommending improved efficiency and resolution to potential problems/issues. Provide technical assistance, as necessary, to Divisional staff on all elements of contract development, contract bid procedures, appropriate contract language and all elements of contractual documents. Provide consultation to HIV Program project officers in resolution of contract issues and identifying funding available for contracts. Direct the preparation of Divisional contractual documents and provide consultation in resolution of contract issues. Provide a final review of Divisional contractual documents before forwarding for processing. Assist in the preparation, and provide review of, Interagency Grant Award Notifications. Attend meetings with representatives of the Comptroller’s Office, Budget, Legal Counsel and Procurement office to discuss changes in payment provisions, work statement requirements, etc. Supervise the payment and processing of invoices, and assist with fiscal information and guidance to contractors and Divisional staff in regards to payment and invoicing issues. Review accounting spreadsheets on contracts and recommend adjustments as necessary. Analyze Divisional functions and make recommendations to resolve problems and streamline processes such as structure and organization, equitable utilization of staff, etc. Demonstrate knowledge of appropriate software to complete job functions and work assignments. Interview candidates for positions and recommends employee selection. Demonstrate understanding of employee performance and program evaluation processes by establishing realistic and meaningful program measures and integrating them with evaluation of employee performance. Perform personnel management functions with demonstrated knowledge of applicable policies and procedures. Participate in the performance of subordinates' work consistent with organizational or operational requirements. Performs the full range of supervisory responsibilities, including assigning, prioritizing, and reviewing work; maintaining position descriptions; conducting employee performance management; approving/disapproving leave and travel requests; participating in staffing activities; coordinating employee discipline; and training staff, including coaching and team building. Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Public Health Emergency Response – This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times be received with little or no advance notice, and may continue for any period of time – ranging from a few hours to several weeks, depending on the nature of the circumstance. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for a period of time. Perform other related duties are required. |
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 a moderate degree of independence. Direction is guided by Department policy, Bureau policy and federal funder requirements. Significant budgetary or contractual decisions and those of a politically sensitive nature are made in consultation with the Division Director and the Bureau Director with input from the Deputy Secretary and other appropriate Bureaus, as well as the Department’s Policy Office, Office of Legislative Affairs, and Office of Legal Counsel. Routine decisions are made independently and may be referred to subordinate staff to handle. |
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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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