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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50654441 |
Description Activated On: 7/9/2026 2:22:24 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 is a responsible administrative position performing a full range of management and supervisory functions for the DEP Grants Center team of Management Technicians (MTs). Work includes reviewing, analyzing, and developing program policies and operating procedures, as well as the administration of grants in the Center. Initiative and independent judgment are exercised within a broad framework of existing laws and policies. |
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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. •Oversees daily work of administrative staff in development of grant agreements and reimbursement payments for multiple DEP grant programs. •Assigns invoices, Administrative Reviews, Grant Agreements, Time Extensions, Liquidations, Budget Transfers, and Amendments to management technicians. Verifying and signing off on invoices for management technicians as needed. •Performs Conflict Checks on raters for grant programs and informs Comptroller/Fiscal offices of awarded grants. • Generates, analyzes, and maintains necessary reports for tracking grants from appropriate funding sources. Consults with program staff and Bureau of Fiscal Management as necessary. • Oversees grants in eGrants system and assists in conversion of programs to the system. • Manages liquidation of unused funds from closed grants. • Coordinates legal advice on scope of work and agreement changes. • Makes recommendations about action items needed to comply with Comptroller audit findings and discusses with AO2/Director. Prepares procedures to ensure that Grants Center actions are taken and in a timely manner. Ensures that general lessons learned from audits are distributed to grant program managers and project advisors, as needed. • Serves as resource to answer questions related to the administration of grants. Responds to questions on procedures from grant program managers, project advisors, grantees, and the public. Coordinates with legal counsel and with the Comptroller’s Office on new and difficult issues. Makes recommendations to AO2/Director on solutions to newly arising problems. Keeps other staff informed about answers to the most common questions about administrative procedures and ensures that efficient means for information dissemination are designed. • Gathers information on specific inquiries from the Governor’s office, legislature, executive and program staff and private industry and responds directly to originator with specific information. • Manages Grant Center staff usage on Commonwealth wide systems such as eGrants System, Finance Transformation, Contractor Responsibility Program, and Treasury Right-to-Know. • Works on a daily basis with the Grants Center staff to ensure effective and efficient operations. Independently reviews the daily processes in which the work has been performed, and as appropriate, makes recommendations to the AO2/Director of the Grants Center on how new procedures or approaches may be beneficial. • Reviews Department’s policies and procedures, Management Directives, Administrative Circulars, and Executive Orders; conducts meetings with Grants Center staff to inform them of any changes. Acts as liaison to program staff to ensure that they understand changes. • Carries out various administrative research assignments for special projects. Assists in the implementation of those projects. • Awards grantees in eGrants for all Department grant agreements. Ensures fund commitments are parked successfully in SAP. • Supervises management technicians in the Grants Center. Approves leave, manages workload, and writes position descriptions and performance standards for the management technician positions. • Prepares Employee Performance Reviews and exercises disciplinary measures as necessary. • Performs the full range of supervisory duties and responsibilities. 1. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. 2. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. 3. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. 4. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. 5. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. 6. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. This position 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 and 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. Work and special assignments are received through general instructions from supervisor or through the employee's initiative and are performed with considerable independence. Work is reviewed by supervisor as needed. |
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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. 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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