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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50687331 |
Description Activated On: 4/2/2026 9:43:58 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 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). |
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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 programs 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 performs an administrative review of documentation received for various programs overseen by the Energy Programs Office including but not limited to the State Energy Program, CPRG and Home Rebates. In addition, sends out reminders to contractors and 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 clerical support related to applying for new funding. Assists Program Specialists with USDOE required documents and reporting for SEP, CPRG, HOMES, and HEAR funded programs. Serves as point of contact for Record Management for 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. Researches 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 reimbursements request 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. Serves as the EPO HR liaison. Works with supervisors and HR to develop postings, schedule interviews, and oversee the hiring process. 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, schedules, and conducts meetings as necessary. Assists the Administrative Officer 1 with designated projects as assigned. 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. The Clerical Assistant 2 receives work assignments primarily from the Administrative Officer. 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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