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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50605249 |
Description Activated On: 8/21/2025 12:52:23 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 responsible for the development, advertisement, and administration of several of the Professional Consultant Agreements for the Bureaus of Facility Design and Construction, State Parks, and Forestry, in the Department of Conservation and Natural Resources. This includes instructing Department personnel and consultant firms in proper adherence to those procedures, establishing and maintaining a working relationship as the liaison between the Department and other Commonwealth agencies involved in the process. In addition, facilitates in the creation and administration of other Inter-Agency Agreements, Letter of Commitment’s (LOC) and Memorandum of Understanding (MOU) as needed. Covers unusual or specialized situations such as Emergency Service Purchase Orders, Sole Source Agreements, or Settlement Agreements that have been approved by the supervisor or others. This position also is the main and/or back-up timekeeper and liaison between employees within the Bureau of Facility Design and Const |
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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. Request for Proposals when design, surveying, construction inspection, or other specialized services are required by the Department. Submits requests for Union Approval for such services, submits RFP for advertising in the PA Bulletin, and on DCNR’s website. As proposals are received, completes all necessary steps to assist the technical evaluation team, including tabulation of Small Business participation scores from DGS, the Bureau of Contract Administration and Business Development, assembling evaluation sheets and point totals, and preparing an award letter to the selected consultant. Initiates and composes, for supervisor's approval, both standard and specific language for inclusion in the Department’s Professional Design Agreements. Initiates and creates standardized forms for supervisor's approval to be included in the Agreements for submission of work orders and for different methods of invoicing. Drafts Amendments to the Agreement as required by the Department or requested by the Consultant. These would include things such as time extensions, name changes, reimbursement rates, and other miscellaneous changes. Reviews operational procedures recommends to supervisor and implements approved procedural changes on behalf of, and for the benefit of the Department. Reviews recommendations with DCNR Chief Counsel and the PPR Comptroller’s Office with supervisor, and upon agreement by all directly involved parties, drafts Amendments to the Agreements to reflect such changes. Works directly with the Consultants to create and implement Agreements to cover unusual or specialized situations such as Sole Source Agreements, or Settlement Agreements that have been approved by the supervisor or others. Acts as liaison between the Department and the various engineering, surveying or specialized services firms who currently have Agreements with the Department. Work includes daily communication by phone, e-mail, replying to written correspondence, and occasionally in meetings with the various consultants to provide guidance and explain the Department’s policies and procedures regarding payment, invoices, contract amendments and work order format. Is responsible for ascertaining if consultant has outstanding Commonwealth obligations prior to Department’s entering into any legally binding Agreements. This is done through SAP and the Contractor Responsibility Program (CRP). If there are no entries against the Consultant in the CRP, prepares and signs documentation attesting to the Consultants’ status to do business with the Commonwealth. If entries are found, contacts the Consultant and advises them of the problem. Once problem has been resolved, obtains a Clearance Certificate from the issuing agency. Is responsible for the routing of each Agreement, Amendment, and Funding Adjustment through its execution process within the Commonwealth of PA. Bureau: Departmental Legal: Office of Chief Counsel: and Attorney General, if required, and Comptroller's Office, DGS or Department of Community and Economic Development. As funding requirements are determined, prepares Funding Adjustments to encumber additional funds, directs the Comptroller’s Office to move money, roll over monies from fiscal year to fiscal year, or lapse funds in each Agreement. Works extensively with the Project Coordinators, the Regional Engineers, and the Design Consultants as work is assigned. Coordinates administrative work order submission between the Consultant and the Department, ensuring that administrative contract provisions regarding work orders are met. Audits all work orders submitted against the Agreement for proper preparation and formatting, correct rates, classifications, the usage of sub-consultants. Audits all work orders for mathematical accuracy and provides the Comptroller's office with a final figure to set up a budget for each work order against which all future invoices will be paid. Prepares official approval after “Notice to Proceeds” have been given to the Consultant. Issues an approval letter for Supplements to a work order when the scope of services for the project is changed at the request of the Department. Supplements may increase or decrease the budget for the work order. Advises the Comptroller’s Office of such changes to the work order budget. Receives all invoices for the Department’s Professional Agreements. Codes invoices to the appropriate fund for each work order as determined by each Bureau’s budgetary information in the DCNR Project Database and the encumbered funds in the Agreement. Addresses irregularities in invoices, disallowed charges, incorrect classifications or rates, or formatting. Researches the original Agreement to determine the correct information and makes corrections as needed. Communicates extensively with the Comptroller’s office to research and solve problems with invoicing. Enters all invoices into ESS for payment by Treasury and rectifies any coding errors. Handles rejections from Treasury to correct errors. Works with DCNR’s fiscal department to liquidate commitment documents. Develops, implements, and maintains all Consultant Agreements in the DCNR database, tracking encumbered Agreement amounts, work order and supplement amounts, work order budgets , invoices paid and Agreement balances against which future work orders may be written. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested 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. This position must respond to customer inquiry daily by researching the status of an activity and preparing a response by email or letter. Must also determine funding requirements for the consultant program for inclusion in the Bureau budget and determine policies and procedures for implementation of agreements, work orders and invoices. This position functions as the timekeeper for the Bureau of Facility Design and Construction. The Bureau has a staff of approximately 60 full time employees. As the Bureau’s timekeeper, this position performs and maintains all SAP transactions as needed for the Central Office staff and serves as lead timekeeper for the 4 2 Administrative Assistant 1 positions in the field offices, who are authorized to access SAP for the employees in their own Region. Serves as the Alternate Work Schedule (AWS) liaison between the bureau and Human Resources. The lead timekeeper maintains overall control of the Bureau timekeeping, runs all SAP reports required for the entire Bureau and serves as a point of contact for questions and problems that arise in the field offices. |
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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: Must have experience in Microsoft Office and Adobe software. Knowledge of databases and SAP are preferrable. 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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