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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00118862 |
Description Activated On: 9/5/2025 9:21:19 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 provides administrative staff support to the Division of Forest Health (FH) within the Bureau of Forestry. This position has a focus on budget, procurement, and communications to ensure efficiency and compliance with Commonwealth and agency policies and procedures. |
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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: Works with the Administrative Officer 2, Division Director, two section chiefs and other program staff in development, preparation and review of annual budget request for the Division of Forest Health. Additionally assists in the development of the special funds spending plan and budgeting for the 10397 appropriation. Prepares encumbrance adjustments, expenditure adjustments, budget adjustments and liquidation requests as needed. Prepares monthly business warehouse budget reports. Reviews and analyzes commitments and expenditures, and flags problem areas for discussion. Meets with division director, section chiefs and program staff to provide status on appropriations for the work units and discuss issues. Provides fiscal reports for specific purposes to division director, section chiefs and/or program staff as needed to include projections through year end. Develops and maintains budget spend down tracking sheets which provide a record of expenditures against grants and contract funds, including purchase orders. Responds to Supervisor and Administrative Section Chief inquiries regarding commitments and expenditures for the Division. GRANTS: Assists staff with requests for program and project funds via state and/or federal grant applications and cooperative agreements. Coordinates with the federal grants liaison for the bureau, Administrative Officer 1. Assists in the development of timelines for grant application submissions. Assists program managers in preparing documentation to reapply for funding, extend grant agreements, and to apply for new funding opportunities. Supplies information to the DCNR federal grants coordinator who submits the applications. Coordinates and submits carryover requests to Bureau of Administrative Services for approval. Follows up with the DCNR federal grants coordinator to ensure Federal Financial Reports are completed and filed timely. Follows up with FH staff to ensure program progress reports and final reports are submitted on time to the appropriate agency. Ensures state match is met for all federal grants (as relevant) by identifying expenditures to be moved and processing relevant paperwork to move expenditures from federal grants to state funds, from state funds to federal grants, or from one federal grant to another. Coordinates this activity with the Administrative Officer 1 for Bureau of Forestry Grants, DCNR federal grants coordinator, and Bureau of Administrative Services. Monitors spending of grant monies through tracking mechanisms and SAP. Advise program of any/all financial issues (potential shortfalls), funding levels, and grant expiration dates. Assists with the application for grant extensions as needed in coordination with FH staff and the DCNR federal grants coordinator. Prepare reports, as needed, on progress and required elements as needed by grantee/grantor. Coordinates this activity with FH staff. Assist with the implementation of paperwork for grants or other agreements that FH may have between the Department or Bureau and partner entities. Coordinate payments for grants according to established timelines and ensure all requirements are met prior to payment. PROCUREMENT: Reviews requisitions from FH program offices and identifies the best method for procurement of goods and services. Provides guidance and instruction to program and vendors regarding purchasing regulations, processes and requirements. Enters all shopping carts for the division. Resolve any issues (technical or budget) that prevent the execution of purchase orders. Reviews statewide contracts on e-marketplace. Prepares and submits purchase order change requests to Bureau of Administrative Services. Performs all purchasing card activities for the division including reconciling statements, reallocating expenditures, verifying account coding, obtaining justifications for purchases, and record keeping. Liaises with the Bureau of Administrative Services to coordinate purchasing card updates as needed for example applications, closures, credit limit adjustments, fraud alerts, replacements, etc. Provides the same assistance with corporate travel cards for the Division. Coordinates invoice resolution and works with Bureau of Administrative Services or Comptroller, vendors and program staff to resolve issues that prevent the payment of invoices. Tracks processing of invoices through SAP system for all grants/contracts/cooperative agreements. Works with DCNR Procurement to coordinate the renewal of yearly contracts for the Division. Liaises with DCNR procurement to provide support to the Division on complex procurements with oversight of the Administrative Officer 2. OTHER DUTIES: Serves as administrative assistant for functions of moderate complexity and scope for meetings/symposiums/commissions held by Forest Health. This includes coordinating schedules, agendas and arrangements for facilities and speakers. Arranges travel for the Division Chief and Section Chief as necessary. Responsible to maintain all grant/contract/cooperative agreements and purchasing files for FH. |
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. Decisions on routine tasks are made by the employee, while unusual situations or issues are raised to the division director and administrative officer 2. Employee is given instructions on goals and objectives to be accomplished and works independently to meet deadlines, objectives and priorities. Work is generally reviewed upon completion and at regular intervals by the supervisor. |
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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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