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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00108509 |
Description Activated On: 4/21/2025 7:50:11 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 serves the Multimodal Deputate’s Budget and Procurement Section within the Bureau of Fiscal Management. Employee will manage the Multimodal Deputate Budget. Incumbent will plan, organize, review, analyze, direct and develop policy and procedures for the budget and procurement section and assists the Bureau Directors on Deputate-wide policy development of program and operating procedures. Employee coordinates technical and administrative professionals in the administration, monitoring, and compliance of initiatives including the administration of the state and federal grant monies and the supervision and oversight of all fiscal and procurement operations. Employee coordinates the budget and all complex procurements for the Deputate. Position reports to the supervisor of Non-Highways Division within Fiscal 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. Budget: Responsible for the preparation development, coordination and execution of multiple federal and state budgets for the Multimodal Deputate (over $2 billion). Creates Business Warehouse (BW) reports, analyzes data and presents detailed budgetary information to Division Chiefs, Bureau Directors and the Deputy Secretary. Initiates and makes recommendations to the Directors and Deputy Secretary on financial transactions. Prepares re-budget requests for the Deputate and the Bureaus within the Multimodal Deputate. Manages all appropriations for compliance and prepares regular projection reports for each Bureau and the Deputy Secretary. Develops Deputate level analysis of reports, strategies, and recommendations for establishing and achieving fiscal goals and objectives. Provides Bureau level analysis, reports, correspondence for Multimodal Transportation Fund (MTF), Public Transportation Trust Fund (PTTF) and Aviation Restricted Accounts, Federal Block Grants and all other Federal and State Funds to each Bureau Director. Maintains a thorough understanding of Multimodal programs, federal and state legislation, and federal programs to ensure funding is properly managed. Analyzes revenue and funding sources during the year to ensure programs remain on budget. Ensures procedures and guidance for fiscal year-end closing are adhered too and that the programs remain on budget. Reviews any budget related reports that are run by other administrative staff prior to the reports being distributed. Fiscal: Serves as the Multimodal point of contact within the Bureau of Fiscal Management (BFM). Provides fiscal reports including Requests for Authorization for Federal Funds and updates on budgets and expenditures (actual and estimates). Monitors and completes mandated complex reports on federal funds to Federal Aviation Administration (FAA). Federal Transit Administration (FTA), Federal Rail Administration (FRA) and Federal Highway Administration (FHWA). Procurement: When necessary, oversees and authorizes activities relating to vendor registration, invoicing, reconciling, reporting and purchasing. Oversees the Procurement agent’s execution of various purchasing activities including, but not limited to: RFS, NFP, advertisements, RFQ, ITQ, RFB, RFP, PO, contracts, and direct payments. Utilizes various job-related systems and websites including, but not limited to, Microsoft suite, SAP and ESS. Utilizes various job-related systems and websites including, but not limited to: SAP,BW, ESS (SRM, FI), eMarketplace, CRPS, Treasury RTK, and the PA Supplier Portal. Reviews all active purchasing documents to ensure engineering contracts and ECMS funding does not lapse and that sufficient funding is available. Works with the Engineering Section Manager (AO3) on a regular basis to assist in procurement of engineering services. Provides requested information and materials for audits conducted by PennDOT and/or Comptroller. Assures adequate funds are available for all modes of the Deputate and provides direction and guidance to the Grants Section Manager. Policy and Procedure: Ensures all established policies and operating procedures are followed and reports any deviations to the Bureau Director. Stays current on all policies and procedures established by the department and assists the Director in developing program and policy changes. Creates new procedures related to Multimodal Act 89 Grants for the Districts to follow for funding reimbursements. Safety: Assess my environment and be responsible for my safety, the safety of co-workers and the public. Attend required safety training and adhere to the requirements of all safety manuals, policies and laws. Immediately report to your supervisor any incident, unsafe practice or near miss. When in an enclosed environment (office buildings, confined spaces, etc.) know your evacuation process and escape route, your communication protocols and appropriately react in the events of an incident. Workforce and Succession Planning: Actively engage in succession planning by assessing potential vacancies; identifying current and future critical needs and competencies; and assessing the interest, availability, and readiness of current staff and candidate pools. Work with employees to complete and maintain a Career Development Plan. Engage employees and recognize employees and their accomplishments. Establish a mechanism to identify, capture, and share explicit and tacit program/technical knowledge among staff. |
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 completed independently for most tasks. General guidelines are provided by the Multimodal Bureau Directors or the Deputy Secretary, along with the supervisor within the Non-Highways Bureau. |
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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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