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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50659222 |
Description Activated On: 4/15/2026 2:50:23 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 within the Office of Financial Management and Administration, Grants Management division. This position is responsible for the financial management of assigned state and federal funding streams and for the administration and monitoring of subgrants within those funding streams. This position is responsible for ensuring that all funds are used in accordance with appropriate laws, regulations and guidelines. This position is also responsible for tracking and monitoring the appropriation/federal award expenditures, commitments and available balances including the PCCD administration portion of each appropriation/federal award. |
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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. I. Monitoring A. Desk Monitoring Conduct desk monitoring with PCCD grantees to: 1. Determine accuracy of the fiscal reports which are submitted to PCCD 2. Ensure compliance with federal, state and PCCD regulations and guidelines 4. Provide technical assistance with fiscal reporting and documentation of all relevant information 5. Maintain a PCCD monitoring presence with our grantees Desk Monitoring will be determined by random monitoring and will be assigned on a quarterly basis. In conducting a desk monitoring this position will be responsible for: • Documenting and retaining all information gained through Desk Monitoring • Enter the monitoring details into the PCCD Egrants system • Identifying and resolving issues discovered in the monitoring process • Creating and following up on corrective actions plans. This occurs when it is determined a grantee is non-compliant to either Federal, State, or PCCD regulations • Notify supervisor and other relevant PCCD staff of any significant issues that are discovered B. On-site Monitoring Conduct site visits with PCCD grantees to: 1. Determine accuracy of the fiscal reports which are submitted to PCCD 2. Ensure compliance with federal, state and PCCD regulations and guidelines 3. Meet with grantee project staff 4. Provide technical assistance with fiscal reporting and documentation of all relevant information 5. Maintain a PCCD monitoring presence with our grantees Site visits will be determined and assigned by your supervisor. In conducting the on-site visit this position will be responsible for: • Preparing the site visit agenda • Documenting and retaining all information gained through site visit • Entering the site visit details into PCCD’s Egrants system • Identify any issues and/or potential issues and be the lead in resolving any issues discovered during site visits • Recommending any corrective actions which are needed • Prepare letters notifying the grantee of the results of the site visit • Notifying your supervisor and any other relevant PCCD staff of any significant issues that are discovered B. Telephone and Random Monitoring Telephone and Random monitoring will be assigned on a as needed basis by the supervisor. At that time the supervisor will direct the applicant to what areas the subgrantee is to be monitored. II. Subgrant Process A. Funding Announcements Assist program staff and managers in the development and release of PCCD funding announcements to ensure that state and federal funding being announced is appropriate for its intended use. Verify that all special sections required for compliance with federal regulations, state regulations and PCCD guidelines are included in funding announcements. Perform review of funding announcements for conformation to PCCD funding announcement standards. B. Financial Review Determine that funds will be used in accordance with the requirements set forth by the pertinent legislation; the Office of Justice Program's Financial and Administrative Guide for Grants; policies established by PCCD; and all applicable state laws, regulations, procedures, and the funding announcement. Determine source of matching funds and verify grant funds will be used to supplement, rather than supplant, state or local funds. Review applications for completeness, itemizing errors and deficiencies. Create issues and comments in the Egrants system, which clearly explain to applicants what actions must be taken to bring applications into compliance with federal and state regulations and PCCD policies. Communicate directly with applicants, if necessary, as well as other PCCD staff, to resolve major and minor problems with applications. Provide technical assistance to applicants in the use of Egrants and for resolution of application issues. Conduct final review of resubmitted applications to ensure all necessary changes have been made, in final preparation for the meeting of the full Commission. C. Subgrant Administration Monitor subgrantee expenditures to ensure that expenditures are allowable and recorded properly. This involves reconciling reported expenditures to subgrantee accounting and source records. Perform state-wide site visits to monitor subgrantee compliance with federal , state and PCCD grant regulations and guidelines. Coordinate the preparation of subgrant award letters with the clerical unit. Review prepared award letters verifying the following: subgrant number, project duration, project funds and any special conditions. Review fiscal reports submitted by subgrantees. Review includes determining if the reported project expenditures are appropriate based on project start and end dates. Ensure that expenditures by category are in accordance with approved budget category amounts, and the required match is being reported. Based on these reviews, determine the amounts of payments to be made, prepare payments and forward payment requests to the Comptroller's Office. Monitor and control this process in order to ensure that timely payments are made from the proper appropriations. D. Project Modifications Review project modification requests to ensure they are acceptable and properly justified. If necessary, create issues and comments in the Egrants system that clearly explain what actions must be taken to bring modification requests into compliance with federal and state regulations and PCCD policies. Communicate directly with the subgrantee and any relevant PCCD staff to resolve any problems with the modification request. After a review of all pertinent issues and after any issues are resolved, make a recommendation to approve or disapprove modification request and determine whether the modification must be approved by PCCD’s legal counsel and the Comptroller’s office. If so, route modification as required and prepare letter to subgrantee. Determine if project modifications affect subgrant committed balances, and if needed request the necessary fiscal adjustments to SAP. Post the same adjustments in Egrants. E. Other Related Duties Provide assistance to prospective subgrantees in the proper completion of an application for subgrant. Provide assistance to subgrantees in the areas of fiscal reporting, record keeping and other technical financial matters. Provide guidance to subgrantees in the areas of project close-out and property management, i.e. arranging for the sale, transfer, reassessment, etc. of property purchased with subgrant funds. Evaluate justifications for both sole source procurement and purchase vs. lease of automatic data processing equipment. Maintain financial schedules with regard to subgrants awarded by fiscal year, program category and transfers of funds. Adequately document communication with subrecipients and other relevant information in PCCD’s Egrants system. Perform other duties as assigned by 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. The job duties in this position are performed with a minimum of supervision. The incumbent makes decisions and recommendations based on his or her observations during monitoring events with grantees. The incumbent recommends and follows through on corrective actions which grantees must adhere to in order to receive additional grant payments and/or future funding. |
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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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