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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00107140 |
Description Activated On: 12/30/2025 8:53:38 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. Responsible for providing fiscal consultation to the program office. Total funding to be managed is approximately $57 million in NSA funds and approximately $ 144 million in food funds for participants. |
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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. Maintains knowledge and thorough understanding of all grant mandates and activities along with federal budget regulations in order to accurately and correctly evaluate distribution of costs between the federal funding sources, including NSA, breastfeeding, peer counselor, operational adjustment and food grants. Evaluates budget requests and budget adjustments to ensure budgets and expenditures are accurately represented and monitored. Prepares recommendations for supplemental budgetary assignments when additional federal funds are available or when allowable expenditures exceed the budget award. Monitors status of funding levels on an ongoing basis to assure the availability of fiscal resources necessary to accomplish the required Local Agency workloads. Provide technical assistance to Bureau Program staff and Managers in the preparation and review of budgetary requests and other fiscal documents and transactions including, but not limited to, Local Agency budget revisions and grant amendments. Reviews all requests for budget revisions and amendments from Local Agencies for accuracy and procurement compliance in relation to departmental policies and regulations. Submits encumbrance requests to the Comptroller office through DOH Budget and Contract Departments. Participate in and contribute to meetings and discussions with Department and or Federal officials on budgetary and fiscal issues. Retrieve fiscal data and analyze for use in budgetary evaluations and maintain complete budgetary files. Assists in preparation of State Fiscal Year budgeting assembling fiscal and statistical data for use in the agency yearly budget request and re-budget request. Ensure anticipated funding is incorporated in the Federal appropriation request. Analyze expenditure projections and prepare fiscal summaries or reports of projected problems in WIC appropriations. Assists in the overall monitoring of WIC Funds expenditures and balances using the Commonwealth Accounting System (SAP). Assists with updating SAP coding for the WIC program by working closely with the Department’s Budget Office and Comptroller’s Office. Review applications for Federal funding submitted by agency program staff for budgetary accuracy and appropriate cost distribution. Works with accounting staff in monitoring invoice expenditures from Local Agencies for fiscal year compliance and accuracy. Prepares and requests expenditure adjustments and liquidations. Responsible for time study tracking, collecting and analyzing for The Bureau of WIC. Prepares monthly checkbook of expenditures based on FFY and SFY. Assists accounting staff to reconcile and close out prior fiscal year grants and provides technical assistance on Audit Guidelines and procedures; coordinates audit responses to the Comptroller’s Office; recommends disposition of audits based upon a review of contact budgets and expenditure levels. Reviews and evaluates increases and decreases in available funding and makes recommendations regarding spending adjustments that could include recommendations for adjustments to workload priorities. Prepares and analyzes monthly fiscal projections to determine expenditure levels and availability of funds to the end of the fiscal year. When a deficit situation is anticipated, makes recommendations to Program Administrators that may include decreased travel or elimination of certain contracts. Prepares expenditure summaries to predict federal expenditure levels to insure against over expenditure of funds and to maintain grant award limitations. Prepares and analyzes expenditure summaries to predict expenditure levels to insure against over expenditure of funds and assist in preparation of Bureau operating budget. Compiles workload statistics into quarterly and annual reports. Responsible for completing all year-end closing documents, including accurate estimates to encumber adequate funding to cover ongoing expenditures to the end of the fiscal year. Reviews monthly Local Agency expenditures as submitted to Division of Finance for accuracy and conforming to procedures and regulations. Assembles fiscal statistical data for reports as requested. Organize clear and concise written reports of finding and recommendations. 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. |
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. The FMS 1 receives supervision from the FMS 3; work is reviewed for effectiveness by means of performance objectives and degree of attainment of agreed upon performance objectives. |
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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. OTHER 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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