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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00212848 |
Description Activated On: 12/29/2025 1:46:15 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 position is located in the Office of Medical Assistance Programs (OMAP), Bureau of Fiscal Management, Division of Budget and Contracts and reports to a Fiscal Management Specialist 3. The incumbent is responsible for ensuring that operating expenditures are monitored within budgeted amounts, coordinating issues between the program, the Department of Human Services (DHS) Budget Office, Procurement and the Comptroller Office as well as tracking and analysis in support of cost containment initiatives/Program Revision Requests (PRRs) throughout the budget cycle. The incumbent provides budget/fiscal support within OMAP in the preparation and monitoring of OMAP’s program and administrative appropriation budgets. |
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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. Participates in the development and maintenance of budget monitoring tools. Prepare monthly budget monitoring reports and assist in the analysis of potential budget issues that present themselves during the monitoring process. Maintains and updates contract spreadsheets and coordinates budget activities for contracts located in OMAP’s appropriations. Assists in the direction of bureau staff as to their budget availabilities and specific funding issues. Reviews and approves funds commitments and shopping carts in SRM. Work with OMAP bureau staff, DHS Budget Office, Comptroller Office, as well as Procurement. Serves, along with the Fiscal Management Specialist 3, as lead worker to contract monitors within the bureaus as well as administrative staff. Provides direction regarding SAP, Excel and account code structure. Assists in the preparation and monitoring of the administrative budget, including but not limited to: General Government Operations (GGO), Bureau of Information Systems (BIS) and County Administrative Statewide (CAS). Routinely runs Business Warehouse financial reports to show budget amounts, commitments and expenditures for the appropriate fiscal years. Assists in the coordination with the Bureau of Financial Reporting and Comptroller Office to set up necessary account codes for specific grants for purposes of tracking and analyzing expenditures and available funding balances. Assists the Fiscal Management Specialist 3 in preparing and conducting the monthly OMAP contract monitor meetings with bureau staff to oversee and analyze the encumbrances, expenditures and available balances within the OMAP appropriations and grants via extraction from Business Warehouse. Assists in developing and preparing the submission of OMAP’s budget updates to DHS Budget Office during the fiscal year, including, but not limited to: Carryforward Request, December Update, Spring Update and Rebudget Request, as well as related narratives. Assists in the coordination of the office-wide submission of all financial deliverables due to Comptroller and the DHS Budget Office. This includes but is not limited to: Department Cost Allocation Plan, Generally Accepted Accounting Principles, accounts payable review, new contracts and major purchases submission, prior year encumbrance review and year-end closing activities, which includes minimizing lapsed amounts and submission of ZFROLLD report. Assists in the development and implementation of automated monitoring methods utilizing SAP Business Warehouse, as appropriate, for ongoing tracking of and development of projections for OMAP’s budget, including but not limited to program, administrative and grant documents. Provides technical assistance to OMAP program staff and contract monitors on fiscal and contract administration matters. This is accomplished through phone calls, emails, one-on-one meetings, development of training material to assist staff with contract management activities and group training sessions as required. Assists in the preparation of Expenditure Adjustments to properly reflect specific federal funding for projects and/or grants. Participates in the development of Strategic Messaging Document (SMD’s), PRRs, and Cost Containment initiatives for OMAP by working with appropriate technical staff. Assists in tracking and monitoring cost containment initiatives/PRRs. Maintains initiative timeline grid and milestones which monitor costs, savings and to ensure initiatives are timely implemented. Gathers background data, organizes and analyzes the data to assist in the determination of budget impacts. Results or recommendations are presented orally, in written form, or in the form of statistical or narrative reports. Provides, prepares and assists in the oversight and budgeting of OMAP and any other grants. Assists in the preparation of the annual budget slides for the Governor’s Proposed and Enacted Budget in accordance with the directives from the Deputy Secretary, Chief of Staff, Division Director and other relevant executive level staff. Coordinates the collection and analysis of data and background information in order to facilitate OMAP’s responses to requests from the Secretary’s Office, DHS Budget Office, the Governor’s Budget Office and outside surveys. Coordinates activities for OMAP budget meetings for the Deputy Secretary, Bureau Directors, Chief of Staff and Division Director, including agendas, handouts and other relevant materials. Prepares financial reports, letters, memoranda and other documents for the Deputy Secretary, Chief of Staff, Division Director and other executive staff as directed. Reviews/posts Pharmacy rebates to the appropriate funding areas on a daily basis to offset the state/federal cost of most outpatient prescription drugs according to current FFP. Performs special projects and all other related duties as required. |
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. Assignments are given verbally or in writing by the supervisor. Assignments may also be given by the Deputy Secretary, Chief of Staff, Division Director or other Executive Staff. The incumbent in this position works with a degree of independence in the execution of ongoing responsibilities, i.e., developing and maintaining budget monitoring tools, collection of data for ongoing reports and presentations, responding to routine inquiries from the Comptroller, Budget Office, Procurement Office and OMAP staff. Technical assistance is also provided to OMAP staff on the budget process and associated activities. Ongoing work is monitored weekly or as required by impending deadlines by the Fiscal Management Specialist 3 or Division Director. Work is monitored for adherence to office protocols, format, Commonwealth policies and procedures and other relevant criteria. |
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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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