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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00110974 |
Description Activated On: 6/12/2026 11:00:28 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. Provides oversight and direction on statewide processes, functions and roles to support the efficient operation and processing of contracts and agreements within the Bureau of Forestry. Serves as liaison with department legal and procurement staff and provides guidance and direction to managers and staff within the Division of Operations and Recreation. Position serves as primary lead for Division budgeting and fiscal responsibilities. |
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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 & LEGAL AGREEMENTS Develops budget and special funds spending plans for the Operations and Recreation Division in coordination and collaboration with the Division Chief. Develops spending plans for Dirt & Gravel Roads (appropriation 10398) alongside the Division Chief and program specialist. Assists with tracking and communications with Forest Districts regarding spending. Monitors and tracks expenditures in annual Key Fund (30251) allotment for the Operations and Recreation Division Chief across multiple fiscal years for projects. Manages pre-commitment documents. Provides regular budget reporting for the Operation and Recreation Division and Sections within. Makes recommendations on funding and funds coding when necessary. Develops spending plans for Snowmobile (26453) and ATV (26452) funds alongside the Recreation Section Chief and program specialist. Assists with tracking and communications with Forest Districts regarding spending. Tracking of all Right-of-Way agreements, including liaising with legal, document management, and coordination with Operations Section Chief. Develops projections for how much revenue will be received and impacts the revenues have to the overall budget and programs for agreements that are revenue generating. Tracks all operational agreements through DCNR legal channels to final product provided to the end user, including but not limited to: Right-of-Way, Road-Use, Occupancy Agreements, and Camp Lease Agreements. Encumbers funds in funds commitments per legal agreements, tracks expenditures, and communicates with vendors and partners to resolve issues. Works with DCNR Facility of Design and Construction to track funding, reporting, and timelines for large facility and construction projections through spreadsheets and databases. Independently resolves payment issues for the Division and vendors. Tracks all invoices within the Division against POs, non-POs to ensure staying within budget. PURCHASING Maintains knowledge and expertise in policies and procedures as they relate to procurement and solicitations. Understands procurement rules through Commonwealth of PA Procurement Handbook, DGS statewide requirements contracts, ITQ contract and agency-specific contracts. Recommends best method of procurement to the Division for procurements. Reviews contracts and agreements for submission to the department’s legal counsel to ensure all relevant information is included prior to submission. Reviews and edit statements of work/scopes of work to ensure flow of information adheres to procurement policy, is logical and applicable. Reviews attachments to legal documents (i.e. Certificates of Insurance, Bonds, etc.) and work to correct deficiencies before submitting to the department’s legal office. Obtains approvals and signatures as needed for agreements. Researches and guides staff where issues arise between contracts, agreements and purchases. Provides guidance to Division of Operations and Recreation staff in pulling together information for the submission of all shopping carts. Guides division staff on the processes with procuring goods/services on statewide contracts that BOF typically utilizes, including heavy equipment, Agricultural equipment, aggregates, piping, tree trimming, etc. Provides guidance to vendors on procurement regulations, policies, and methods. Works with vendors as needed to obtain SAP vendor numbers and/or assisting vendors with getting added to an ITQ. Responsible for all Pcard purchases within the Division. Reconciles all purchases within the Pcard cycle and ensures all purchases are made within the constraints of the Commonwealth procurement rules. Responds to all Pcard audits by deadlines imposed. OVERARCHING AND GENERAL Serves as the lead on all administrative procedures and processes for the Division of Operations and Recreation. Interprets, analyzes, and develops new or revised administrative policies and operating procedures and/or improvements in the overall case management of the Division’s legal documents. Performs specialized administrative or analytical support work for the Division’s contracts and agreements, to include budget support, fiscal management, and procurement. Analyzes the workflow of legal documents from the bureau to the department’s legal counsel. Develops and implements processes and procedures for managing and tracking legal documents within the Division, preserving records and related data. Develop, implement, monitor and adjust internal controls for the Division’s agreement tracking system. Researches and advises staff where issues arise between contracts, agreements and purchases. Maintains a working knowledge as applicable to the job functions in the Commonwealth’s various purchasing systems, to include: SAP, SRM, ESS, JAGGAER, CRPS, eMarketplace. Provides assistance and oversight on projects or issues and acts on behalf of the direct supervisor in administrative and program matters. Ensures the timely coordination and response to requests for information from the Bureau of Forestry Senior Staff, Governor’s Office, Legislators, other Commonwealth agencies, DCNR Executive Staff and other program areas within the agency. Serves as the backup personnel to the Clerical Assistant 2 for the Division of Operations and Recreation. Serves as the Division record retention lead for administrative records and will follow all commonwealth policies and procedures in performing this task. Coordinate with other department records retention coordinators for efficiencies, policies and procedures. Manages Division digital files for SharePoint, internal server, Microsoft Teams, and any other systems or databases utilized by the division. Other administrative duties as assigned. |
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. Regular duties and special assignments are received through general instructions by the supervisor and are performed with considerable independence. Decisions are made in all aspects of duties described above, unless extenuating circumstances would cause referral to other senior management staff. |
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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: This position must have working knowledge of the SAP/SRM/AO system to perform GR/IR functions, budget reports and revenue deposits as applicable. Maintain knowledge of policies and requirements related to procurements, solicitations, and budget analysis as it applies to contracts and agreements within the bureau. 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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