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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50398408 |
Description Activated On: 3/27/2026 3:26:41 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 serves as an administrative professional and oversees a wide range of high-level administrative functions within the Bureau of Budget and reports to the Director, Bureau of Budget. This position provides technical support needs to the two divisions within the Bureau of Budget, supporting the bureau with administrative support. This position is highly independent and oversees a wide range of office administrative functions to ensure operations are conducted efficiently, effectively, and timely. |
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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. AGENCY TRAVEL COORDINATOR Manage and administer the agency travel program. Maintain current knowledge of Commonwealth Travel policies (MD 230.10 and Manual M230.1), reimbursement processes and Out Service Training MD 535.3. Creates and distribute travel training materials, provides training and support to agency personnel. Serves as the Travel Coordinator for the Agency. Analyze agency travel operations, policies, and procedures. Coordinate with agency staff, to analyze and understand current exceptions to travel policies. Review and make recommendations for agency travel policies. Prepare documentation for submission of travel exceptions to the Bureau of Commonwealth Payroll Operations (BCPO) as required and in support of the agency’s operations and mission. Utilize Analysis for Office (AO) to produce financial / budget reports, review budget estimates, analyze fiscal/budgetary reports related to travel expenditures, provide recommendations on budget estimates for future planning. Research, review, and analysis all travel expenditures, run monthly travel reports. Executes financial transactions and expenditures adjustments in SAP according to travel budget needs and changes as needed. Maintains professional relationship with Comptroller Operations, AdTrav, and BCPO as well as other individuals worked with. Develop resolutions to inquiries as a result of any travel related questions. Attend quarterly BCPO Travel Super User Group (TSUG) meetings and any other required meetings. Review related material and correspondence for changes in processes, procedures, and policy regarding the travel program. Review findings and material with supervisor and make recommendations as appropriate to the agency’s current policies and program guidance. Serve as Agency expense proxy – maintain agency wide access in SAP Concur, maintain good working knowledge of SAP Concur Commonwealth web-based travel program. Produce required reports via SAP Concur as needed or requested. Maintain ability to input travel expenses on the behalf of others when required, requested, or as needed. Research past due account notices, provide recommendations for required actions. Compose and prepare correspondence for past due account notices. Keep HR and Fiscal Division Manager(s) updated on past due accounts and course of action. Manage the agency Corporate Travel Card Program for PEMA and OFSC; review cardholder applications for accuracy, communicate rules and guidelines to applicants. Submit applications and determine appropriate conditions to raise and lower limits. Conduct monthly audit of cardholder’s usage and communicate findings and recommendations to supervisor and Manager of Financial Operations Division. PROCUREMENT / FINANCIAL Responsible for the appropriate use of the Commonwealth Purchasing Card (PCARD), maintaining knowledge and adherence to Commonwealth procurement and purchase card policies and procedures. Maintain accountability and responsibility for issued US bank card (PCARD) and the agency assigned lodging card (ALC) in accordance with Commonwealth policies. Reconciles monthly US Bank statement and the ALC monthly bank statement, obtains, assembles, reviews, and submits supporting documentation for transactions on the purchasing card and lodging card. Maintains p-card records in accordance with Commonwealth retention policies and agency procedures. Manages and is responsible for payment, processing, recording, tracking all agency Conference registrations, Memberships, and subscriptions in accordance with current procurement procedures and policies. Create general invoices and process non-po invoices as needed for financial expenditures. BUREAU CORRESPONDENCE Assist reviewing, updating, and implementing, procedural and policy changes under the purview of the Bureau of Budget. Maintain working knowledge of agency directives system. Manage Bureau correspondence, to ensure correspondence is handled efficiently and effectively within the bureau. Serve as Bureau of Budget subject matter expert (SME) for DocuSign electronic routing and signature software. Assist with design of power forms utilized within DocuSign software. Assists bureau staff with navigating DocuSign to route correspondence and uploads when requested or required. INVENTORY Administer the Agency inventory program. Administer the agency database consisting of inventory items maintained per current agency policy. Maintain the agency inventory database and/or software with regards to equipment purchased with federal funding in accordance with 2 CFR 200.310-316. Properly recording equipment received and disposed of. Responsible for the agency inventory policy. Make recommendations for updates or changes to agency policy. Responsible for implementing those changes. Conduct annual inventory reconciliation and audit of all equipment in inventory. Determine if information on file is accurate, make necessary updates in the inventory database. Utilize AO to produce quarterly reports on inventory purchased or in works of being purchased to identify potential gaps and update accordingly for accurate reconciliation. Communicate updates and findings to the Bureau Director. Research and analyze Commonwealth records retention policy. Assist Director and Division Mangers with file management and records retention. Provide recommendations to Director and Division Managers with findings regarding to retention requirements. Responsible for completing mandatory FEMA Independent Study Courses as requested. IS-100 Introduction to ICS IS-700 Introduction to NIMS IS-800 National Response Framework IS 2200 – Basic EOC Functions (online) Performs other related duties as assigned. A person in this position may be eligible for telework. NOTATION OF SCHEDULE: During an emergency, employee may be required to work 12-hour shifts. Employee may have their work schedule and/or hours changed or modified based on the emergency and assignment needs. Except for emergencies, changes to schedules and work hours will be provided at least two weeks in advance. EMERGENCY ASSIGNMENT This employee is an Essential Worker. Performs tasks to be assigned during periods of emergencies. Such tasks may differ from normal day-today routine. These emergency assignments are, at times, received with little or no advance notice and may last for any period of time ranging from a few hours to several weeks or more, depending on the nature of the circumstance. The emergency assignments are sometimes performed under adverse (less than favorable) conditions and may require travel to a disaster site for short or extended periods of time. This position performs operational assignments as required during actual emergencies. Position may serve in the Commonwealth Response Coordination Center and must be available to work outside of the normal work hours, to include weekends and overnights, when activated. |
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. Incumbent of this position is given the latitude to provide sound, professional responses regarding the duties of this positions. |
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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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