Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00111161	Description Activated On: 9/8/2025 4:17:30 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.

The incumbent in this position provides essential administrative support to the Conservation Science and Ecological Resources (CSER) division in DCNR Bureau of Forestry. This Administrative Assistant 1 position will use independent judgment to administer budgeting, grants and contracts, permitting/licensing programs and database management for the division.

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.

BUDGETING
--Develops division spend plan for special funds and the operating budget for the division. Monitors payroll reporting for coding and errors to ensure proper budgeting.
-- Works with Division Director, two section chiefs, other program staff, and BOF’s Administrative Section in development, preparation, monitoring, tracking and review of annual budget request and re-budget for the CSER Division. Reviews and analyzes commitments and expenditures and flags problem areas for discussion and resolution.
--Prepares reports on funding, budget adjustments, liquidation, and spend down requests as needed.

GRANTS
Administration of Wild Resource Conservation Program (WRCP) grants.
--Monitors grant budget expenditures including making recommendation on budgetary changes. Manages requests for rebudgets and grant extensions. Alerts grantees when grant expiration is approaching, and whether extensions or budget adjustments may be necessary.
--Able to independently move funds among budget line items to necessitate grant needs.
-- Responsible for oversight of routing and tracking of WRCP grant applications, using grant tracking database (RACERS) and SAP. Ensures accuracy of the grant applications including indirect cost rates, budgets, and eligibility of applicants. Contacts or researches applicants to determine eligibility, if necessary. Coordinates process for WRCP Advisory Committee review. Reviews final deliverables from grantees for completeness and verifies that grant obligations have been satisfied; able to release the final 10% of award.

--Sets up and manages annual grant cycle including online grants portal management, moving applications through the contracting process, scheduling annual board meeting and public hearing and publicizing them according to applicable by-laws and PA Sunshine Laws.
--Researches and prepares reports and trend analyses on funding trends and other details on projects.
--Other administrative duties relating to WRCP program including receiving and depositing donation checks; assisting in public outreach opportunities for WRCP; reviews invoices and supporting information to determine payment.

PROGRAM ADMINISTRATION
Administration of WRCP database, Ginseng database, and Research Database.
--Serves as key administrator for WRCP grants database (RACERS), online WRCP grants portal, Ginseng database, and Research Database. Provides technical and non-technical assistance to applicants and program staff and troubleshoots problems. Perform quality control on data entered in databases.
--Analyze and recommends administrative and operational procedures, process improvements or modifications to Ginseng database, WRCP database (RACERS), Research Database, or other databases.
--Research individuals or organizations applying for ginseng licenses to ensure eligibility, including researching federal court rulings and public records.
--Produces quarterly and annual reports for submission to US Fish and Wildlife Service using data in Ginseng Database.
--Researches and evaluates applications for licenses and permits by reviewing for compliance with requirements established by statutes and regulations; determining appropriateness; and making the final decision to issue or renew the licenses or permits.

CONTRACT MANAGEMENT
Manages contracts through Western Pennsylvania Conservancy master agreement; Indiana University of Pennsylvania Interagency Agreement; other research agreements.
--Administer the invoice reimbursement and reconciliation for contracts.
-- Monitors task agreements in SAP to ensure invoice payments, amendments, and modifications are accurately represented in the system. Independently identify and make decisions to apply corrective actions as needed.
--Performs other administrative tasks related to contract management including shopping carts and good receipts; prepares invoices for reimbursements from other agencies (e.g. PennDOT).
--Researches DGS procurement contracts for relevant procurement for various projects.

OTHER DUTIES:
--Establish and maintain cooperative working relationships with other governmental agencies, particularly with Fish and Boat Commission and Game Commission regarding WRCP grant process and the PA Natural Heritage Program, and PA Historical and Museum Commission regarding cultural and historical resources program.
-- Conducts research and produces reports or summaries on topics assigned by division director to assist program management decisions.
--Serves as fleet manager for CSER division, managing fuel cards and EZ-Passes for the division fleet, including tracking coding and coordination with Bureau of Administrative Services. Responsible for coordination of vehicle maintenance.
--Provides general timekeeping for the division, especially with tracking and budgeting of multiple specific codes.
--Conducts procurement and purchasing for the division including entering shopping carts; resolving any issues that prevent the execution of purchase orders; performs all purchasing card activities for the division including reconciling statements, reallocating expenditures, verifying account coding and justification for purchases; makes purchasing card purchases on behalf of the division, performs purchasing card reconciliations; processing non-P.O. invoices and goods receipts.
-- Manages arrangements for in-person meetings including scheduling, preparation of materials, coordination of attendees, meeting minutes, etc.
-- Receives and deposits checks for applications for permits or licenses.
--Makes travel arrangements, orders uniform for the division and manages digital files according to the records retention policy.
--Other duties as assigned by supervisor.

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.

Decision making is exercised with considerable independence within existing Commonwealth and program guidance, procedures, direction, and policy. Exemptions and situations not covered within program guidance procedures, direction, and policy are raised to Division Chief and Administrative Section Chief. Employee is given instructions on goals, objectives and processes, and works independently to meet deadlines, objectives and priorities. Work is reviewed periodically and through regularly scheduled meetings with Division Chief and Administrative Officer 2.

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:

Experience using SAP helpful but not required.

Licenses, registrations, or certifications:

1.   N/A

2.   N/A

3.   N/A

4.

5.

6.

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Operate a computer and various software, Microsoft Office suite, SAP, etc.
2.	Speak, write, and communicate effectively to public, stakeholders, and coworkers.
3.	Analyze and verify data and calculations submitted on vendor statements and invoices.
4.	Establish and maintain effective working relationships with coworkers and the public
5.	Understand and follow instructions.
6.	Plan, schedule, and implement organized and efficient workflow techniques
7.	Analyze, interpret, and implement Commonwealth and agency administrative policies and procedures.
8.	Attend training needed to expand job knowledge and skills
9.	Express ideas clearly and concisely.
10.	Analyze facts and data.