Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00243484	Description Activated On: 6/12/2026 8:53:01 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 conducts analysis and evaluation relating to the PA DEP Small Business Ombudsman's (SBO) Office funding programs, small business outreach, and other projects. This position supports SBO Office reviews of regulations, policies, and other directives for impacts on regulated small businesses, and participates in the development and updates for program documents, compliance assistance materials, and reports.

This position will collect data and prepare reports relating to the state and national reporting requirements of the Pennsylvania Small Business Environmental Assistance Program (PA SBEAP). This position is also responsible for overall financial monitoring of program funds, reports on funding and payments, monitoring and tracking of monthly reports, and other activities as needed in support of the PA SBEAP.

The position will participate in a formal on-the-job training program to enhance personal and professional development.

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.

Assist the Ombudsman with Small Business Advantage Grant (SBAG) activities.
• Respond to program related questions from potential applicants and assist with vendor record updates needed prior to application.
• Conduct completeness and fiscal reviews of SBAG applications.
• Identify eligible / ineligible projects and recommend eligible projects for review by the Ombudsman.
• Track and monitor program funds, including awards, payments, and liquidations.
• Process and submit reimbursement requests or requests to liquidate funding.
• Maintain applicant files on the server and in the Electronic Single Application (ESA) system (or subsequent grant management systems).
• Assists in the revision of program documents and forms.
• Provide general analysis of the effectiveness of the program, including customer service and outreach needs and provides suggested improvements.

Assist the Ombudsman in the administration of the Small Business Pollution Prevention Assistance Account (PPAA) Loan in a secondary role to other staff.
• Provide general guidance to potential applicants on the application process and available funding.
• Assist in correspondence or review, as requested.
• Review and file Small Business First funding reports from the Department of Community and Economic Development regarding available PPAA Loan funds.

Support the development and maintenance of tracking documentation for both the SBAG and the PPAA Loan. Report issues or concerns to the Ombudsman.

Contribute to the development and revision of SBO Office publications, videos, or other media including but not limited to: instructional videos, informative videos, social media content, program guidelines, instruction documents, program handouts, SBO Office and PA SBEAP handouts, and annual PA SBEAP reports.

Conduct SAP records analysis through the Analysis for Microsoft Excel interface to produce financial reports, to review commitments and expenditures, and to determine document status and identify of any actions which need to be executed, such as invoicing or liquidation of program funds.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. This employee will be required to follow any other job-related instructions and to perform any other job-related duties required by their supervisor.

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.

The employee must be capable of taking independent initiative and providing assistance to the public and Commonwealth staff without consulting the SBO in most cases. Considerable independence and very little supervision are required to accomplish assignments.

The employee is authorized to determine completeness and eligibility of applications submitted under the SBAG and PPAA Loan programs. Final review will be conducted by the Ombudsman. The employee represents the SBO Office to applicants, vendors and other stakeholders.

The employee identifies and accesses sources of data required for implementation of the duties of the position.

The employee should refer inquiries to other appropriate programs or agencies, as needed, without consultation with the Ombudsman. The Small Business Ombudsman reviews work in progress and upon completion for professional development, completeness, technical accuracy and adequacy, and overall quality.

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:

Expertise in Microsoft Office Suite applications, particularly Excel and Word.
Knowledge of Adobe Acrobat Pro.
Knowledge of fiscal documentation and management.
Knowledge of the DEP Grants Center and Commonwealth invoicing processes.
Knowledge of Commonwealth systems, such as SAP, PA Supplier Portal, Analysis for Microsoft Excel interface, Keystone Login, eGrants, and PA Department of State business registration.
Knowledge of methods and techniques used in researching, collecting, organizing, reviewing, and assessing data.
Ability to analyze and interpret policies, procedures, and regulations.
Expertise in providing customer service to small businesses, vendors and other stakeholders.

Licenses, registrations, or certifications:

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Read and interpret financial documents such as invoices, bank account records, funds transfers, or similar documentation.
2.	Apply basic principles of governmental accounting.
3.	Compose and maintain correspondence.
4.	Work independently. Plan work in a timely and organized manner.
5.	Interpret laws, regulations, policies, and procedures to implement and maintain program responsibilities.
6.	Identify problems and recommend solutions, particularly revisions to SBO Office policies or procedures.
7.	Operate a computer, with proficiency in Microsoft Excel, Microsoft Word, and Adobe Acrobat Pro.
8.	Maintain records electronically.
9.	Establish and maintain effective working relationships w/ co-workers, agency personnel, and other internal and external contacts and stakeholders.
10.	Communicate effectively orally and in writing.