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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50688468 |
Description Activated On: 2/6/2026 10:59:30 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. Plan, organize, coordinate and administer state funds, as well as federal funds issued under the U.S. Department of Homeland Security and U.S. Department of Transportation. Assist Bureau of Grant Management staff in the management of grant programs. Analyze administrative operations, identify issues and prepare recommendations for changes to policies and procedures. |
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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. Develop policies, procedures and guidelines consistent with federal and state laws and regulations to be followed in the administration of multiple grant programs. These programs provide financial assistance to local government entities and other groups as defined by the specific program. Support, review, and analyze of the acceptability of all state agency/county/local applications for financial assistance in connection with the grant programs. Coordinate revisions and updates as required. Conduct periodic review of program activities of grant program participants to ensure conformity with state/federal program objectives and guidelines. Coordinate updates as required. Assist in preparing periodic status and financial reports in connection with the grant programs. Meet all reporting requirements under the assigned grant programs. Assist in the review analysis and processing of all subrecipient requests for federal and state grant reimbursements, ensuring appropriate backup documentation is provided, and maintain appropriate records of same in accordance with federal and state laws, regulations, and program guidance. Prepare and submits invoices via the appropriate Commonwealth system for payment of expenses under the grant programs. Assist in the development and issuing of grant agreements, ensuring compliance with federal and state laws, regulations, and guidelines; maintain vigilance throughout the Commonwealth approval process; provide executed grant agreements to subrecipients. Initiate funds commitments via the appropriate Commonwealth system for grant agreements. Conduct preliminary review for equipment and training eligibility under multiple grant programs. Prepare complete and accurate correspondence for signature by the supervisor, Division Chief, Bureau Director, and executive staff as needed for multiple grant programs. Originate and/or reply to correspondence and inquiries related to these grant programs. Establish and maintain effective working relationships with federal, state, county, and local officials concerning all aspects of these grant programs. Possess and keep current knowledge of state and federal principles, practices, policies, and rules related to administration and management of the grant programs. Attend training, meetings, conferences and seminars related to annual work plans, budget and fiscal programs and procedures, with prior supervisor approval. Training locations may include PEMA Area Offices, County and Local Government Offices, and Federal Agency. Perform other duties as assigned. Required training: FEMA Independent Study Courses (preference on hire – mandatory within 6 months of hire) IS-100 Introduction to ICS IS-700 Introduction to NIMS IS-800 National Response Framework IS 2200 – Basic EOC Functions (online) A person in this position may be eligible for telework. NOTATION OF SCHEDULE: Employee may be required to work 12-hour shifts. Employees may have their work schedules changed to five consecutive days within a seven-day period based on customer/assignment needs. Employee’s work hours may be modified based on customer/assignment needs. Except for emergencies, changes to schedules and work hours will be provided at least two weeks in advance. EMERGENCY ASSIGNMENT Perform a task to be assigned during periods of emergencies. Such task may differ from normal day-to-day routine. These emergency assignments are at times received with little or no advance notice and may last for any period of time ranging from a few hours to several weeks or more, and may require working 12- hour shifts, depending on the nature of the circumstance. The emergency assignments are sometimes performed under adverse (less than favorable) conditions. This position performs operational assignments as required during actual emergencies. Position may serve in the Commonwealth Response Coordination Center and must be available to work outside of the normal work hours, to include weekends and overnights, when activated. |
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. Decision-making applies to most aspects of the position. Employee administers the assigned grant programs with moderate supervision or guidance, ensuring problems or questions are elevated to the supervisor. |
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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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