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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50655036 |
Description Activated On: 8/4/2025 3:48:46 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 working with the Administrative Officer to provide clerical and office support within the EPO for programs funded through the Infrastructure Investment and Jobs Act (IIJA) and Inflation Reduction Act (IRA), including the Climate Pollution Reduction Grants (CPRG), Home Rebate Programs (HOMES and HEAR), and the State Energy Program (SEP). This includes but is not limited to creating solicitations, coordinating collection of materials related to Federal Grant Applications, and collecting and managing documentation of federal reporting requirements related to employment, benefits to disadvantaged communities, SHPO, NEPA, Davis-Bacon Act and Buy American. |
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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. Performs daily functions of the EPO such as: Provides clerical support in the processing of grants, contracts, Memoranda of Understanding (MOU’s), and invoices for EPO programs, including but not limited to those funded though the Infrastructure Investment and Jobs Act (IIJA) and Inflation Reduction Act (IRA), including the Climate Pollution Reduction Grants (CPRG), Home Rebate Programs (HOMES and HEAR), and the State Energy Program (SEP). Gathers and documents receipt of weekly, quarterly, and annual reports and perform an administrative review of documentation received for various programs overseen by the Energy Programs Office including but not limited to the State Energy Program BIL and other Infrastructure Investment and Jobs Act Programs. In addition, sends out reminders to grantees and keeps program staff informed of the delinquency status of the reports being tracked. Utilizes Business Warehouse to run reports detailing remaining funds, expenditures, remaining balances, etc. on programs related to SEP, CPRG, HOMES, and HEAR funding. Prepares weekly and monthly reports detailing expenditures, working closely with the Administrative Officer 1 to ensure that the reports are correct and accurate before providing them to the Director and Technical Staff. Provides administrative support related to applying for new funding. Assists Program Specialists with required documents and reporting for federal grant programs, including but not limited to SEP, CPRG, HOMES, and HEAR funded programs. Serves as Administrative Lead for the USDOE SHOPP grant program, which involves conducting the telephone and email survey of heating oil and propane suppliers each week during the winter months and compiling spreadsheets to record the information and submitting reports to USDOE weekly. Serves as point of contact for Records Management for federal grant programs, including but not limited to SEP, CPRG, HOMES, and HEAR funded programs. Maintains record retention schedule of files from grant rounds, closed purchase orders, etc. Makes recommendations on filing system methods to ensure accurate records are being maintained for audit purposes. Investigates issues with delinquent vendors and reports back to technical staff to determine next course of action. Utilizes Business Warehouse (BW) to prepare reports ahead of calls and/or board meetings. Summarizes outcome information from applications and subgrantee reports related to environmental and economic benefit. Assists with filling out travel request forms, obtaining and affixing correct funding codes, arranging hotel and flight reservations through ADTRAV, calculating miscellaneous expenses, parking, meals, etc. Post travel duties include submission of travel reimbursement requests in SAP. Maintains a tracking system for all Travel and training requests that are being routed through an approval process. Serves as timekeeper, running time error reports to check for errors in CATS as well as utilizing SAP to correct issues that may occur. Assists employees with flex schedules in maintaining their holidays and any time overages. Follows and implements Commonwealth rules and regulations regarding leave and performs all Director's timekeeping functions. Formats and prints letters, including certified letters, memos and briefings, proofreads to ensure grammatical correctness is complete, consistent and adheres to agency rules. Creates envelopes, labels and routes typed and written correspondence to the intended recipients. Helps to maintain a tracking system for EPO correspondence such as: certified letters, DEP log letters and memos being distributed through an approval process. Works with EPO staff to update and maintain EPO webpages, especially but not limited to those pertaining to SEP, CPRG, HOMES and HEAR. Attends and conducts meetings as necessary. Serves as back-up to Administrative Officer 1 for assisting EPO Program staff prepare and submit reports to various federal or state electronic data submission systems. Helps to ensure financial records and files are maintained for use by project officers and auditors. Serves as back-up to Administrative Officer 1 in developing and preparing status reports for the Director on the individual line items of funding appropriated or executively authorized to EPO, including but not limited to The State Energy Program, The Alternative Fuels Incentive Grant Funds, or any other funding applied for or received into the office to implement programmatic initiatives. Serves as back-up to Administrative Officer 1 for coordinating and responding to Right-to-know requests. Serves as back-up to Administrative Officer 1 in assisting EPO management in the preparation of program plans, budgeting plans, and general budget reports. Serves as back-up to Administrative Officer 1 in directing purchasing activity for the office. Assists the Administrative Officer 1 with designated projects as assigned. Works independently to solve problems. Promotes the Department’s mission. 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. Note: The duties included here in no way 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. Work is generally assigned verbally and in the form of general directions and is periodically reviewed by the supervisor for accuracy. This position has a high degree of independent work. |
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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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