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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00114350 |
Description Activated On: 7/30/2025 4:13:30 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. Manages the Financial Consulting Section and related programs that resides under the Financial and Contract Services Division within the Center for Program Development and 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. Manages the following Financial Consulting Section programs and operations: Liquid Fuels Funds Management A. Liquid Fuels Funds Technology Transfer – Works in conjunction with the Municipal Services Representatives, State-wide Associations, Department of Community and Economic Development (DCED) and the Department of the Auditor General to Develop and deliver liquid fuels training to secretaries and local government officials. Understanding of local government budgeting, administration, auditing and operational procedures is essential for the effective transfer of this training. Training is provided for forms preparation, liquid fuels regulations, computer technology including web-based electronic submissions, financial reporting, and other software applications. Two methods are used to deliver this training, on-site one-on-one and in group sessions across the Commonwealth. B. Liquid Fuels Funds Monitoring: 1. Monitoring municipal and county liquid fuels funds utilization by local government for compliance with regulations, policies and statutes, as well as attempting to improve the economy, efficiency, and effectiveness of local governments’ use of the funds. 2. Highway Transfer Program (Turnback) payments for compliance with agreements and statute. 3. Use of liquid fuels funds used for Agility Agreements, Pennsylvania Infrastructure Bank (PIB) loans and other state and federal grants. 4. Formulates and implements procedures and policies used by a multi-concept consulting staff in the performance of external and internal program monitoring activities. 5. Establishes monitoring priorities to ensure achievement of bureau and division objectives. 6. Ensures a proactive approach is used to resolve liquid fuels funds issues and concerns in coordination with district municipal services supervisors and representatives, as well as financial consultants. Auditor General Audit Review and Resolution 1. 1. Supervises the monitoring and enforcement of audit findings issued to ensure compliance with liquid fuels regulations and statutes. 2. Prepares and processes audit resolution letters for signature. 3. Manages the audit resolution process between the Bureau and external auditing entities. 4. Tracks and monitors reimbursements required by audits and monitoring reviews in dotGrants to ensure compliance. 5. Meets with high level management officials to resolve difficult and sensitive issues or problems relating to auditing findings, recommendations and follow-up action. C. Other 1. Maintains liaisons with other state agencies, political subdivisions and the public sector concerning the Bureau’s monitoring activities. 2. Represents the department and participate in various statewide and county-wide conferences sponsored by local government organizations. 3. Reviews changes to laws, regulations and accounting procedures which impact auditing, monitoring and training programs and implement changes as needed. Obtains legal interpretation when necessary. 4. Oversees and assists the preparation of documents required for the annual certification of payments to counties and municipalities. Documents include the MS-965 Actual Use Report, MS-991 County Expenditure Report, Act 44 Reports, Act 89 Reports, Fee for Local Use Reports and guidelines. This includes both paper forms and automated versions of the forms, in addition to the web-based electronic submission forms. 5. Administers the year-end Certification Ledger report and provides to District Municipal Services offices and Financial Consultants. 6. Provides technical assistance and interpretation of the Pub 9, Municipal Codes and Liquid Fuels statutes to both internal and external customers, stakeholders and others as required. Interprets laws, rules, regulations, policies and standards for subordinates, management and other interested parties. 7. Obtains grant information provided by other state agencies to local governments when necessary/appropriate. Also, directs them to DCED or other agencies for various grant information as requested by the local government. 8. Oversees management of the County Compliance Program to qualify the maximum number of counties for their semi-annual liquid fuels funds, Act 44, Act 89, and Fee for Local Use allocations. 9. Assures and verifies that payments generated by dotGrants are in agreement with the financial information provided by the Bureau of Fiscal Management prior to payment release. Ensures that bridge deck area is uploaded in dotGrants for Act 89/Act 44 allocations developing the Act 13 allocation. 10. Assures the Liquid Fuel formula in dotGrants is up to date, including utilization of current mileage information. 11. Pennsylvania Infrastructure Bank (PIB) Loan Applicant Financial Analysis - On an as needed basis, assist the PIB Section with loan applicant financial analysis for municipalities as well as private companies (when feasible). Make recommendations to management on the ability of the applicants to service their loans as well as make recommendations for external consultant financial analysis in specific/complex situations. 12. Manages and maintains the process associated with the development of the FHWA Form 536 Report, and is responsible for the submission of the Form 536 report to FHWA on behalf of PennDOT. E. Information Technology 1. Supervises and oversees the maintenance of data posted on the Department’s website (including Sharepoint site) to ensure the accuracy and validity of the information as it relates to the Financial Consulting section. 2. Oversees the maintenance and updating of the dotGrants system’s audit module data and reporting capabilities. F. Develops and maintains positive and constructive internal/external relationships. Includes consideration of the employee’s demonstrated willingness to function as a team player, give and receive constructive criticism, accept supervision, resolve conflicts, recognize needs and sensitivities of others, and treat others in a fair and equitable manner. G. Works efficiently, demonstrates consistent customer service, demonstrates proper conduct, speech, and ethical behavior. Follows Commonwealth/agency/work unit policies and procedures, such as attendance, punctuality, safety, security, proper care and maintenance of assigned equipment, and economical use of office supplies. Adheres to Telework policies, schedules, etc., and continues to produce efficiently and effectively regardless of work location. H. Safety 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. 5. Promote a CULTURE that emphasizes SAFETY as a core value: « Immediately stop any unsafe actions. « Incorporate safety into all discussions, deliberations, and decisions. « Continuously communicate the safety direction. « Inspire employees to be a MODEL for safety. « Encourage and support safety initiatives and programs by participating and involving your staff. « Recognize safety daily. « Acknowledge EXTRAORDINARY achievements. « Learn and improve through After Action Reviews (AARs). « Enforce accountability. I. Supervision 1. 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. 2. Supervises an Audit Supervisor [Audit Supervisor supervises five (5) Financial Consultants (Auditor 2s)], one Auditor 2, and one Administrative Officer I [Administrative Officer I supervises one Management Technician] in the provision of the above duties. Ensures that employees adhere to telework policies, schedules, etc., and that they continue to produce efficiently and effectively regardless of work location. J. Other management 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. Supervisory Responsibilities: Supervises an Audit Supervisor, an Auditor 2, administrative professionals and others in the provision of the above duties. The Audit Supervisor supervises five (5) Financial Consultants (Auditor 2s). The Administrative Officer I supervises one Management Technician. Ensure employees comply with Commonwealth and Department policies and procedures regarding, leave usage, work rules, affirmative action, work place violence, drug free work place and others. |
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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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