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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50597313 |
Description Activated On: 1/2/2025 11:49:19 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 reports to the Fiscal Management Specialist 3 (Grant Coordinator) in the Division of Fiscal Management and functions as the budget and grant support specialist. |
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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. Assists the Grant Coordinator in preparation of federal grant proposal forms and documents, including Applications for Federal Assistance (SF-424), project statements, budgets, budget narratives, and compliance documents (National Environmental Policy Act, Section 7 of the Endangered Species Act, National Historic Preservation Act). Employee will become familiar with and utilize the U.S. Fish and Wildlife Service's Wildlife TRACS system to enter grant proposals and reports. Prepares periodic grant expenditure reports utilizing Business Warehouse and agency Dashboard systems. Reviews annual grant performance reports prepared by project leaders to ensure they contain all information required by the federal awarding agency including a comparison of actual performance to planned accomplishments. Assists the Grant Coordinator in preparing drawdowns for Pittman-Robertson and other miscellaneous grant expenses and monitors the agency coding of activities on a quarterly basis to ensure eligible activities are being coded to the appropriate grants. Assists in annually preparing a statewide estimate of the amount of habitat management and operations and maintenance work planned for each State Game Lands, Hunter Access property and other lands under agreement to the Commission (the Annual Work Plans). Assists in annually preparing a report indicating the amount of habitat management and operations and maintenance work completed for each State Game Lands, Hunter Access property and other lands under agreement to the Commission (the Annual Accomplishments Reports). Reviews monthly reports relevant to accomplishments coded to the Habitat Management and Operations & Maintenance grant federal reporting requirements. Assists with compiling program income figures from the sale of materials, royalties from mineral, oil and gas leases and right-of-way rental fee from State Game Lands purchased with Federal Aid funds. These figures are generated from several other Divisions within the Bureau of Wildlife Habitat Management. Assists with compiling and preparing all relevant information for land acquisition grants including but not limited to land exams, appraisals, and signed options and all associated contracts with multiple agencies and organizations at both the state, federal and national levels. Employee will develop a working knowledge of federal rules and regulations related to federal grant programs, including but not limited to 2 CFR 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and 50 CFR 80 – Administrative Requirements, Pittman Robertson Wildlife Restoration and Dingell-Johnson Sport Fish Restoration. Assists the Grant Coordinator in the annual certification of hunting license holders as required by the U.S. Fish and Wildlife Service for participation in the Pittman-Robertson Wildlife Restoration Program. Assists the Grant Coordinator in responding to federal audit requests and implementing corrective action plans. Assists the Grant Coordinator with developing agency indirect cost proposals. Performs various duties as assigned by the Grant Coordinator and the Fiscal Management Division Chief. This position will also receive direction from the fiscal division chief regarding the following duties and responsibilities: This position is the back-up support for initiating the weekly cash sweep of all funds from each of the regions and bureaus. This includes verifying amounts from the regions and bureaus that were deposited into their respective bank accounts and sweeping that amount into the main Game Commission account. The weekly sweep then transfers the funds from the Game Commission count into the Treasury account and confirms with the Comptroller Office the appropriate coding of the funds that were transferred. Monitors PNC account and automated licensing system daily for failed electronic funds transfer, examines and researches failed transfers, identifies if adjustment is needed, and determines if agent is charged a fee. Receives refund checks, researches and traces corresponding expenditure, prepares memo to the Comptroller Office explaining the refund request and provides refund of expenditure coding and the expenditure document number. As needed, transfers budget funds or expenses into the appropriate categories. Enters approved budgetary and expense transfers into Systems, Applications and Products in data Processing (SAP R/3 System). Assists with the agency's Right-of-Way (ROW) licenses in Excel and Access databases for the State Game Lands by creating, reviewing, analyzing and auditing agreements. The incumbent will assist with creating contracts, letters, process amendment and preparing notices of license fee increases for the Executive Director's signature. This position will also assist with the overall budgeting preparation and monitoring process for each of the Regions and Bureaus. This will include the input process of entering the budgets into the software application system for the initial budget, along with any rebudgets throughout the budget process. |
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. Decisions are made both independently and in coordination with the Federal Aid Coordinator, Division Chief, and Bureau Director. |
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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: Minimum Experience and Training Requirement - One year as a Financial Programs Trainee; OR one year of experience in paraprofessional fiscal administration work, and a bachelor's degree in business administration, accounting, finance, economics, or a related field, OR an equivalent combination of experience and training. Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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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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