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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00196469 |
Description Activated On: 7/7/2026 5:04:01 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. This is a professional position primarily responsible for oversight of the County Children and Youth Agencies’ Special Grants and Independent Living grant reimbursement process as well the Information Technology Grant reimbursement process. This position analyzes, audits, and processes payments of invoices; reviews and monitors budgets and expenditures; enters Funds Commitments in SAP and extracts data from SAP. This position also monitors, maintains, and processes goods receipts for multiple purchase orders. Work is performed with considerable independence and requires frequent contact with fiscal officers in the Commonwealth's 67 counties, the Comptroller’s Office, Treasury, the Division of Procurement, and other bureaus within OCYF. This position provides support for fiscal issues, account balances and funding availability. |
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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. SPECIAL GRANT-INDEPENDENT LIVING Oversees the Special Grants (SG) and Independent Living (IL) reimbursement process with a $292 million-dollar annual budget appropriation. Responsible for processing quarterly advance payments associated with this grant process which requires reconciliation of prior quarter actual expenditure reporting. Analyzes and audits the SG and IL quarterly expenditure invoices from each county for accuracy and compliance to the counties approved budget allocation. Utilizes reporting tools to enter invoice data into the allocation spreadsheet to assist in determining budgetary compliance. Develops a coding form based on the funding streams for these programs; enters the funds commitment into SAP based on the information on the coding form; and assists in the preparation and processing of the approved legal agreements for execution for each fiscal year. Assures all payments are properly coded to state and federal funding appropriations. This position oversees the SG & IL Resource accounts, which receive notifications from the counties regarding expenditure reports submissions to DocuShare and requests for technical assistance. Timely attention is required to extract and save the reports in the appropriate shared folder to process by extracting data from the invoices to create SAP entries as NON-PO Invoices for payment. Collaborates with program staff within the Bureau of Program, Policy and Operations (BPPO) to provide consultation to counties in the areas of budget formatting, invoicing, and payment provisions. INFORMATION TECHNOLOGY GRANTS Responsible for the oversight of the $67 million dollar Information Technology Grant (ITG) reimbursement process. This includes collaborating with our Systems and Data Processing unit within the BPPO Division of Operations to obtain approval of county invoice submissions. Processes quarterly invoices in SAP for submission to the Comptroller's Office for payment for Information Technology Grant, by preparing the required supporting documentation for Comptroller review. Reconciles invoices by tracking payments made to counties via SAP. Audits each county's Information Technology Grant (ITG) invoice and budget revisions; develops a coding form based on the funding streams for these programs; enters the funds commitment into SAP based on the information on the coding form; and assists in the preparation and processing of the approved legal agreements for execution for each fiscal year. Assures all payments are properly coded to state and federal funding appropriations. ADDITIONAL GRANT PROCESSES As needed, provides support to the Fiscal Management Specialist 3 (FMS3) and Administrative Officer 4 in auditing county's CAPTA Plans of Safe Care (POSC) budget requests, emergency Federal Grant Awards, SHIFT, and other new OCYF Grant initiatives in coordination with the respective program manager. Develops a coding form based on the funding streams for these programs; enters the funds commitment into SAP based on the information on the coding form; and assists in the preparation and processing of the approved legal agreements for execution for each fiscal year. Assures all payments are properly coded to state and federal funding appropriations. Analyzes ongoing budget revisions for additional federal grant awards received from the counties for accuracy and completeness. Once the calculations are confirmed, independently approves the transfer of monies between line-item categories and signs the revisions prior to sending to the Supervisor for preparation of a budget revision approval letter for the county. All requests and revisions must comply with OCYF regulations, and state/federal requirements. Managing multiple funding streams through the analysis of the spreadsheets for each county’s budget/revisions, allocations, and expenditures. Provides technical assistance to counties to remedy inaccurate reports, invoicing, or budget revision requests when incorrect information is being transmitted on the budget invoices and budget revisions. Coordinate budget and payment processes with fiscal officers in the Commonwealth's 67 counties, the Office of the Comptroller, Procurement, Treasury, and other bureaus within OCYF. Works with other agencies when invoices are rejected through the SRM system and need to be reconciled. Works with and assists BPPO when they are in need of fiscal information related to the payment provisions on the grants. Prepares correspondence to grantees to assure invoices are submitted in a timely manner. Independently creates increase and decrease funding letters for the counties when allocations are being changed. Coordinates the signature process for these letters with Division of Procurement and Comptroller’s Office. PROGRAM SUPPORT Supports the ChildLine Revenue process by running a weekly Wire Transfer detail report for child abuse clearances on behalf of the Department of Human Services through Wells Fargo for entry into the deposit form tracking file. Processes daily revenue deposits in SAP for certification payments submitted in person/mail from the Division of Operations, Clearance Unit fiscal staff. Associated responsibilities include preparing sweeps through Wells Fargo for approval by appropriate staff, processing weekly wire transfers to Treasury through appropriate banking sources, and reconciling monthly bank statements from First National Bank. Provide communication to the ChildLine Custodial Deposits Resource Account along with Treasury upon completion of SAP entry. Prepares special financial reports, spreadsheets and other documents at the direction of bureau leadership to assure all payments are documented, coded correctly, and processed properly in accordance with all state and federal regulations. Supports the FMS3 to ensure appropriate staff are issued cellular phones by coordinating with BIS to submit the paperwork and funding necessary to obtain cell phones. Collaborates with bureau directors and upper management to determine which staff should have mobile devices. Supports the FMS3 in collaborating with the Data and Systems Management Unit to monitor and maintain deployment of electronic devices across all OCYF offices. This includes analyzing the current equipment master tracking log, prioritizing equipment replacement needs and preparing the cost analysis for a statewide deployment of new equipment. Familiarity with Comptroller, Treasury, SAP, OCYF, Federal and State regulations, and how they can interact. Performs other job 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. Inquiries from county C&Y agencies and grantees on payment provisions, grant or contract budget balances or status of payments can be addressed by the incumbent. Budget revisions must be reviewed and approved in conjunction with 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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