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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00123610 |
Description Activated On: 12/30/2025 10:22:16 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 administrative support to the Bureau of Safe Drinking Water to ensure operations are conducted efficiently and effectively. This position functions as general administrative support for the Bureau. |
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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. Provides input and assistance as needed in the development of federal grant applications. Determines needs and prepares/processes appropriate purchasing documents to obtain equipment, services and supplies. Codes invoices for payment and routes EPRs for approval. When assigned, utilizes purchasing card in accordance with accepted procedures. Serves as the bureau back-up HR liaison and completes/coordinates all personnel related issues including job-filling actions (including those for interns), classification related issues, etc. Serves as Bureau Timekeeper, Training Coordinator, Print Coordinator, Right to Know Request Coordinator, Vehicle Coordinator and Travel Coordinator. Submits tickets for IT services, telecommunication services, and building services for the office. Monitors and coordinates grant and contractual activities for the Bureau, as assigned, including Interstate Water Resource Management Division (IWRMD) grant programs, including Coastal Zone grants, river basin commission contracts, JFAs and sole source contracts. Analyzes fiscal spreadsheet reports to ensure that expenditures are in accordance with budgets. Coordinates budget related documentation. Provides administrative support and coordinates contractual activities for the Bureau. Assists in the development of grant agreements, contracts and contract amendments, interagency agreements, and MOUs. Prepares and processes program contracts and grant agreements in coordination with the Grant Center and legal staff. Assists in stamping/logging agreements, invoices, grants, contracts, correspondence, mail, etc. upon receipt into the Bureau. Tracks agreements, grants, invoices, correspondence, and other materials to ensure timely progress through processing. Reviews invoices for payments, processes invoices and monitors progress in the state system. Compares invoice charges to the contract and grant agreements. Tracks grant and invoice target dates. Tracks invoice and contract funding sources and budget amounts. Monitors state and federal procurement procedures and implements changes in procedures throughout programs. Prepares and delivers weekly update reports to the Deputy Secretary’s office. Prepares correspondence for programs, including notices of violation for Chapter 110 reporting and Drought Contingency Plans, for appropriate signature. Prepares a variety of correspondence in response to inquiries. Reviews and replies to routine correspondence. Designs/develops a variety of reports, upon request, regarding Program activities as assigned. Coordinates and provides administrative support for meetings, including agendas, minutes, reports and presentations. Provides assistance on special projects as needed. Promotes the Department's mission. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. Performs other activities as directed by chain of command in BSDW. |
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. Most work is routine and completed independently. Work tasks are assigned with general instructions regarding procedures, desired results, scope of work, and timetables for completion. Complicated or new assignments are assigned by the supervisor with general instructions. When path forward is unclear based on prior experience, this employee contacts the Administrative Officer for guidance. Daily tasks are performed with the degree of independence of a lead worker. Work is routinely reviewed for efficiency and accuracy. |
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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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