|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50654444 |
Description Activated On: 5/11/2026 1:16:50 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. DEP manages a variety of grant programs, which provide funding to address a wide range of environmental issues. The Grants Center is responsible for providing administrative support for many of these grant and rebate programs. The employee in this position will be responsible for establishing and carrying out administrative procedures within the Grants Center to manage rebates and grant agreements and coordinating with technical staff within the Department. This position will focus primarily on IIJA funded grant programs. |
|
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. Prepares and develops standard grants and Scopes of Work between Bureaus and grantees in a variety of programs. Responsible for preparing and processing contracts through the Department’s and Commonwealth’s review and signatory channels, ensuring all appropriate and legal signatures are obtained on the contract document. Follows up as needed with technical staff and grantees. Prepares and develops language for grant amendments when applicable. Oversees the processing of these documents through the Department’s review and signatory channels, ensuring all appropriate and legal signatures are obtained on the contract document. Provides administrative assistance to grant sponsors and program staff on selected grants to ensure that the obligations of the contract will be met. Communicates at various steps for the process of grant contract processing and invoice payments. Responsible for reviewing invoice charges and the grant budget to ensure the grant sponsor is staying within the budget and budget categories, recommending minor changes to the grantee and project advisor, making any minor changes that may be necessary to avoid budget shortfalls or lapsing funds and is responsible for processing and monitoring the status of the invoice for payment to the grantee. Upon final payment, liquidates balances of the grants. Responds to grantee or staff inquiries regarding that status of payment or requirements of funding programs. Resolves discrepancies arising between the Program and the Comptroller's Office in the administration, interpretation and payment of the funding requests. Reviews and assists in auditing applications with all supporting documentation for completeness, accuracy and compliance and renders final approval for payment for reimbursement. Coordinates budgeting, grant development and invoice processing with the comptroller’s office, Fiscal Management and Legal Counsel. Answers complaints and concerns regarding the program or a specific application. Prepares a status report detailing the status of all applications pending and processed as requested by technical or executive staff. Monitors funding commitments and expenditures to ensure current authorizations are not exceeded. Responsible for the tracking of grant budgets and keeping an accounting system of invoices. Assists in analyzing and developing the program budgets for contract and delegation programs. Compiles this budget information into routine and special fiscal reports, as well as develops individual budgets for grants. Assists in analyzing and developing the program budgets in conjunction with scopes of work for grant programs. Prepares the appropriate documents for approval to allocate, disencumber or reallocate monies for selected programs. This includes disposition of encumbrances, expenditure adjustment requests, apportionment allocation worksheets, etc. Updates appropriate databases with funding award information, budgets and payments as necessary to facilitate the tracking of the of the budget and to keep an accounting system of invoices. This includes uploading contracts on the Department of Treasury's site as necessary. Responsible for keeping current on state and federal grant compliance and contractor integrity procedures. Performs Contractor Responsibility Program and eFACTS checks for potential grant awards. If an eFACTS issue is identified, contact appropriate DEP program office to determine if violation has been resolved. Performs SAM database checks for contracts with federal awards. Assists with and recommends improvements to grant administration procedures. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP's electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. Promotes the Department's mission. 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. Grants are processed within standard procedures, formats and budgets as assigned. Invoices are reviewed and any discrepancies or issues are resolved under the terms of the grant and Commonwealth policies by corresponding with the grantee and/or program staff. Invoices are processed under standard procedures within 5 days of receipt. Issues outside of standard policies, procedures or grants are reviewed with the supervisor. Work is performed with considerable independence. It is the responsibility of the employee to get the work completed by the due date established by the supervisor and/or commonwealth policies and to communicate with the supervisor if obstacles arise in meeting deadlines. |
||||||||||||||||||||
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 |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|