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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00113650 |
Description Activated On: 3/15/2024 9:58:24 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. Provide advanced professional educational and administrative lead work within the Bureau of Library Development (BLD) in planning, contracting, reviewing, monitoring, and analyzing multi-faceted, mandated statewide library grant programs including the federal Library Services and Technology Act (LSTA) program as well as other state and privately funded initiatives that support libraries. This position works closely with the Deputy Secretary, Bureau Directors, Grant Advisors, and other Commonwealth offices to establish workflows, deadlines, and ensure compliance. |
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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. STATE, FEDERAL, AND PRIVATELY-FUNDED CONTRACTS Independently work and serve as the liaison for the BLD with the Deputy Secretary, various PDE and other Commonwealth offices by coordinating the various steps involved in shell approval of grant-related documents to ensure that the documents reflect the needs of all those entering into the agreements. This includes but not limited to grant agreements, awards, sole source justification, and website content. Work with the OCL Admin office to determine coding on contracts which show allocation, cost center, federal internal order, and general ledger numbers to ensure accurate accounting for all funding sources. Develop and provide advisement on the maintenance of OCL generated forms, lists, flows, websites, and other electronic systems to ensure content is current and work complies with state and federal guidance. Advise administrative staff in the preparation and tracking of all documents related to grant projects, as directed by supervisor. LIBRARY SERVICES TECHNOLOGY ACT (LSTA) PROGRAM Serve as the Pennsylvania Department of Education (PDE), Office of Commonwealth Libraries (OCL) LSTA coordinator and liaison to the Institute of Museum and Library Services (IMLS). Understand relevant statutes, regulations, and guidelines to ensure Pennsylvania compliance with the federal IMLS Grants to States program. Provide advisement and consultation by answering procedural questions, interpreting policy, and resolving federally funded contract problems by independently working with Deputy Secretary, Bureau Directors, Grant Advisors, directors of libraries and library organizations, governing boards, municipal officials, school districts, institutions of higher education, various PDE and other Commonwealth offices. Provide advisory services to grantees and grant advisors. This includes but not limited to assisting in completing assignments and project report review to ensure state and federal compliance and benchmarks are met. Communicate relevant program information to OCL, PDE, and Commonwealth offices as necessary. Project lead and liaison with contractor, if applicable, in the development of Pennsylvania’s Five-Year Plan to be submitted to IMLS. Develop, coordinate, and present virtual and in-person training to OCL staff and grantees so that they have a full understanding of the expectations in the compliance of grant activities with the federal government. Coordinate Education Names and Database (EdNA) updates when new information is received from grant applicants. Review all federally funded grant applications to identify equipment purchases of $5,000 or more and coordinate IMLS approval. Coordinate and compile required data for grant award recommendations to the Deputy Secretary and Secretary of Education. At the conclusion of each grant round, review and analyze grant processes, procedures, and documents to provide recommendations to the OCL leadership of changes to improve efficiency, as well as ensure continued compliance. Update internal grant management and federal funding procedures as needed. Monitor and maintain federal compliance by calculating eligible state funds to meet the Maintenance of Effort (MOE). Calculate annual federal award for the formulation and administration of OCL budget. Coordinate and direct OCL staff on tasks to complete and successfully submit Pennsylvania’s annual federal State Program Report (SPR), including but not limited to directing workflow of staff in the financial review and reconciliation of grantee reports, reviewing each activity for compliance, accuracy, and relevance. Represent the OCL at meetings, conferences, coalitions, panels, and committees. Travels as required. Perform other work 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. Uses experience and professional judgment to determine how and when to initiate advice and what advice and counsel to provide. Similarly, uses experience and judgment in administration of priorities for state and federal programs. |
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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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