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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00253970 |
Description Activated On: 8/17/2026 8:07:26 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 budget support and analysis to ensure efficient and accurate management of agency funds. This includes assisting customers with budget planning, providing reports and projections to monitor spending, and reviewing budget plans and expenditure requests to ensure funding spent is related to meeting the organization's mission as economically as possible. |
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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. 1. Assists the Chief of Budget and Finance in the preparation of the Department’s complex annual budget, legislative budget and re-budget through consultation and information gathering with the Secretary of the Commonwealth, Deputy Secretaries, Bureau Directors, program managers and divisional staff. Analyzes and evaluates Departmental initiatives for fiscal impacts and uses sound reason for financial plan development. 2.Prepares monthly budget projection reports for the Department of State’s complex appropriations including the General Government Operations Administrative Offices (i.e. Executive Office, Office of Chief Counsel, Bureau of Finance and Operations, Office of Communications and Press, Office of Legislative Affairs, Office of Policy, and Office of Agency Operations), the Bureau of Corporations and Charitable Organizations (BCCO); the Office of Notaries, Certifications and Legislation; and State and Federal Reapportionment Maps. The funding of these programs consists of both state and restricted revenue funding streams that are used in reviewing revenue and expenditure projections for solvency. Analyzes all funding sources for net fiscal outlook to maintain budgetary controls. Assists program manager to understand the funding sources provided for their program and any spending limitations for each source. Monitors spending to ensure it is within spending regulations, particularly for augmentation, waiver, project funds, and special funds. 3. Prepares, analyzes, and presents individual budgets for the following complicated Professional and Occupational Affairs (BPOA) licensing boards and/or commissions: State Board of Barber Examiners; State Board of Certified Real Estate Appraisers; State Board of Massage Therapy; State Board of Occupational Therapy Education & Licensure; State Board of Examiners in Speech-Language Pathology and Audiology; and State Board of Architects; State Board of Crane Operators; State Board of Chiropractic; State Board of Auctioneer Examiners; and the State Board of Social Worker, Marriage & Family Therapists, Professional Counselors, and assists with other licensing boards as needed. 4. This position enters budget, rebudget, and legislative budget – along with the closing figures into SAP/BPC Module for Governor’s Budget Office and/or Comptroller review. Analyzes for accuracy and ensures the plans reflect the mission of the organization and goals of the administration, and the total request meets required spending authority of the fund. 5. Makes recommendations to the Chief of Budget and Finance on complex budgetary issues that affect the Department’s budget, through clear and concise oral and written reporting and working knowledge of the Commonwealth’s budgeting, accounting, and procurement system. 6. Assists the Chief of Budget and Finance with researching and preparation of information of DOS audits, including Commonwealth Single Audits, Auditor General audits, GAAP, and other applicable audits. 7. Assembles fiscal data for use in budgetary evaluations and legislative budget preparations. Attends annual budget appropriations hearings in the General Assembly and maintains files of budgetary information. 8. Maintains a close working relationship with other Commonwealth agencies to ensure implementation and processing of the Department’s and the Commonwealth’s financial requirements. 9. Reviews and/or approves purchase documents, invoices, and voucher transmittals for the Department. 10. Reviews, approves and/or rejects requests for the purchase of items or services through the SRM shopping cart process from a fiscal standpoint and ensures they are coded properly. 11. Provides the DOS Procurement Division with a breakdown of funds and financial codes needed to establish new expert witness contracts. 12. Assists the Chief of Budgeting and Finance in planning year-end closing of the accounting records for the Department by processing budget transfer documents using commonwealth technology and software to move budget to cover expenses during fiscal year end closings (SAP) and/or in accordance with Management Directive 310.3. 13. Allocates various costs such as postage, credit card fees, parking leases, DOS Air Card transactions, etc. utilizing Commonwealth technology and software (SAP, SRM). 14. Works with the Office of Budget Bureau of Financial Management to request Master Data additions, changes, or deletions relating to DOS financial coding. 15. Determines the spending needs through statistical calculations and information obtained from fiscal contacts to ensure that funding is available for projected expenditures. 16. Reviews timesheet information for all employees who utilize the CATS timesheet system and generates electronic files for the distribution of unallocated expenses monthly. 17. Originates and/or replies to correspondence relating to budgetary or fiscal matters. 18. Provides technical assistance to customers through formal training sessions, informal discussions, or e-mail. 19.Tracks documents to ensure timely processing and completion of all assignments. Prepares reports summarizing fiscal activity, as needed. 20. Maintains knowledge of all applicable laws, regulations, and policies, etc. through reading, research, training sessions and/or meetings. 21. Participates and attends any meetings and/or training sessions relating to budget and fiscal procedures and responsibilities. 22. Maintains ongoing communication with supervisor and subordinates on all work activities, time frames for completion, identified problems, and recommended solutions through bi-weekly status reports, development of project lists, staff meetings and informal discussions. 23. Identifies program issues in need of attention, performs research, coordinates options and recommends potential approaches to address issues. 24. Serves as backup for entering good receipts against purchase orders using commonwealth technology and software (SAP, SRM). 25. Serves as backup for Telco orders to ensure timely payment to the Office of Administration for all functions associated with receipt of network and phone lines. 26. Prepares budget information for the Bureau of Corporations and Charitable Organizations which is presented to the Corporation Bureau Advisory Board by the Bureau Director during their annual meeting. 27. Processes funds commitment and purchase order change orders as needed to assist in the processing and payment of department invoices. 28. Uses commonwealth technology and software to monitor expenses for program areas and make adjustment entries to correct expenditure codes or allocate costs as needed (SAP, MS Analysis for Office). 29. Serves as backup to the Fiscal Management Specialist 1 for assistance in researching purchase order invoice discrepancies using commonwealth technology and systems as needed (SAP, FI). 30. Processes and pays invoices via Commonwealth Purchasing Card and allocates transactions accordingly using systems provided to the commonwealth for that function (US Bank Access Online). 31.Originates and/or replies to correspondence relating to budgetary or fiscal matters. 32.Tracks documents to ensure timely processing and completion. 33. Participates in the development and maintaining of desk manuals detailing appropriate operating procedures and policies. 34. Performs other related duties and is available for reassignment as needed at the discretion of bureau leadership. |
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. Work is performed according to established priorities and procedures for assigned areas of responsibility. Work is reviewed through conferences with the Division Chief. Employee is aware of ongoing workload requirements and sets their priorities accordingly. Any unusual problems that may occur are brought to the Division Chief's attention and solutions are worked out through informal conferences. Employee is expected to exercise good judgment and initiative within established policies and procedures. |
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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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