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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50663944 |
Description Activated On: 3/3/2025 8:28:32 AM |
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 clerical level position that performs a variety of administrative duties for the Redevelopment Assistance Capital Program (RACP) within the Office of the Budget. The office performs complex compliance, financial and performance reviews of grants, agreements, contracts, consultant activities, and payment requests for economic, cultural, civic, and historical improvement projects for the RACP in the Governor’s Budget Office. The person in this position is responsible for providing assistance and administrative work under the Consultant Administration unit. Work involves processing consultant invoices, analyzing administrative operations, policies, and procedures, involved with the RACP in relation to outside consultants and grant development. Work involves the oversight of outside consultant staff activity. The incumbent reports directly to an RACP Administrator responsible for the Consultant Administration Unit. Routine interaction with the program’s contracted consultant firms and internal office staff is required. |
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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. Consultant Administration duties, at this level, includes the processing of consultant invoices, updating tracking logs, and evaluating consultant services contracted with the Commonwealth of Pennsylvania (acting through the Office of the Budget). Daily supervision is provided by a RACP Administrator who reviews work through training sessions and conferences. The Supervisor will provide guidance on work quality, timeliness, soundness of recommendations and solutions, and overall effectiveness. 1. Performs the analysis, acceptance and processing of consultant invoices utilizing the Commonwealth’s SAP system and the monitoring of the process through the various Commonwealth Agencies until final payment to the consultant has been completed. 2. Perform tasks that require detailed knowledge of the functions, procedures, and organization of the RACP in relationship to contracted consultant functions. 3. With supervisor oversight, assists in the preparation of fiscal and statistical reports, and monitors budget expenditures in relation to the outside consultant activities. Reports are provided to the unit Supervisor and RACP Manager, as necessary. 4. Addresses Office of Comptroller Operations, Treasury, and consultant questions relative to invoices and disbursements with minimal oversight. 5. Maintains and analyzes various consultant tracking logs for deliverables and to assist with invoice pre-audit review steps. 6. Work includes public contact in accomplishing assignments and effective public relations. Regular duties and special assignments are received through general instructions or through the employee's initiative and are performed with considerable independence. Completed work and performance are reviewed by the Consultant Administration Supervisor for soundness of reasoning, effectiveness, and conformance with established policies and objectives. 7. Processes incoming mail, maintains correspondence logs, and disseminates notices to appropriate staff personnel. 8. Learns and understands the basic process in which work plans are submitted by consultants and consistent with program requirements and standards. 9. Learn the guidance and technical consultation provided to grantees and sub-grantees regarding program policies and requirements, in relation to consultant monitoring activities. 10. Communicates with consultants, grantees, and sub-grantees to ensure the resolution of a variety of project issues and to respond promptly/follow-up on inquiries regarding project status and program requirements. 11. Performs other work as assigned and assists the unit Administrator as needed. |
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 work involves review and approval of invoices submitted by consultants to be entered into the Commonwealth payment system for renumeration. Completed work and performance are reviewed by the Consultant Administration Supervisor for soundness of reasoning, effectiveness, and conformance with established policies and objectives. |
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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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