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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00174168 |
Description Activated On: 12/4/2025 8:48:54 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 is responsible for providing administrative support for the fiscal tracking, budget, grants and contracts, vendor invoicing processing, and federal grant support for the Division of Community Systems Development and Outreach in the Bureau of Family Health. |
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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. This position is responsible for assisting with federal grant applications and financial oversight of awarded federal grants, including from the Administration for Community Living and the portion of Title V Maternal and Child Health Services Block Grant funds assigned to the Division of Community Systems Development and Outreach. In addition, the position is responsible for financial oversight of any assigned state appropriations. Funds from state and federal sources to the division total approximately $12 million. The position assists with financial management of the resulting Grant Agreements and Participating Provider Agreements (PPAs) which provide the funds to grantees and service providers, which total approximately 30 Grant Agreements and PPAs. Programs in the division include those serving individuals with special health care needs including brain injury, autism, and sickle cell disease. Other programs serve the population of children and youth with special health care needs (CYSHCN) with home visiting, resources, and systems improvement. Budget: Works with the Division Director and Program Managers in development, preparation and review of annual budget request. Coordinates the reporting of the Division’s quarterly and annual budget performance measures to appropriate staff. Prepares encumbrance adjustments, expenditure adjustments, budget adjustments and liquidation requests when needed. Prepares monthly Business Warehouse budget reports as needed; reviews and analyzes commitments and expenditures. Flags problem areas. Meets with Division Director and Program Managers to provide status on appropriations for division programs and discuss problems. Provide fiscal reports for specific purposes as requested. Develops and maintains budget spend down tracking sheets which provide a record of expenditures of grant/contract funds. Verifies SAP account coding on grants, general invoices and utilizes SAP and CMS tracking systems. Functions as the CSDO Division budget liaison to ensure that allocated monies in each contract are charged correctly. Tracks expenditures, informs Program Managers of funding issues, and reallocates funding as needed. Provides overall support for the budget and contact processing expertise to the Division. Prepares, approves, tracks, renews and files contractual documents. Reviews processing of invoices through FI System for all contracts in relation to the contract. Federal Grants: Serves as federal grants liaison for the Division. Develops timelines for grant application submissions. Responsible for overseeing the correct routing and tracking of federal grant applications. Insures accuracy of grant applications including, for example, indirect cost rates and applicable Comptroller/Chargeback expenses. Provides grant guidance to the Division of Budget. Contracts/Grants: Responsible for Division’s preparation, approval, tracking, renewal and filing of contractual documents. Reviews contract and grant documents to ensure that they have been prepared in accordance with Department protocols. Provides notice to Program Managers regarding timelines for RFP/RFA/grant/contract development. Maintains Contract Status Log which describes the progress and tracking of grants in process. Alerts Division Director of any delays or potential problems. Serves as liaison for Division with staff from the Procurement Office and the Budget Office to obtain information and resolve issues. Verifies and processes vendor invoices in ESS under the Vendor List screen; making sure Payee Name and Address and SAP Vendor Number match what is in the SAP system, also making sure it matches up with what Program Officer has on the Spend Down Sheet. Ensures proper coding is updated and included on invoices. Responsible for coordinating invoice resolution with the Comptroller’s Office should any discrepancies occur. Conducts daily reconciliation of Contractor Responsibility Blocked invoices. Acts as Master Card Purchasing Program Coordinator for the Division. Ensures card is used for the procurement of goods and/or services in accordance with the purchasing and advancement account rules and regulations. On a monthly basis, reconciles statements upon receipt of the same. Responds to audit request of card purchases. Works with the Bureau's clerical staff in monitoring use of the purchasing card. Duties include reviewing and ensuring timely payment through the Division’s purchasing card. Responsible for checking and signing off on the coding for Division's Out Service Training to ensure it is correct. Enters shopping carts through the DGS SRM program for the Division’s purchase orders. Enters Goods Receipts into SRM system as required. Resolves any issues that prevent the execution of purchase orders. Demonstrates awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Public Health Emergency Response – This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times be received with little or no advance notice, and may continue for any period of time – ranging from a few hours to several weeks, depending on the nature of the circumstance. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for a period of time. |
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. Supervision and work assignments are provided through personal conferences and/or consultations as needed. Independence is exercised for daily responsibilities. Special projects are assigned and monitored as needed. Problems are reported to the Division Director. |
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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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