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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50695584 |
Description Activated On: 11/13/2025 10:32:48 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 responsible administrative position performing a full range of management functions for the Bureau’s Grants Management Division. Work includes reviewing, analyzing, and developing program operating procedures for all department-administered grants. Initiative and independent judgment are exercised within a broad framework of existing laws and policies. |
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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. Serves at the subject matter expert for applicants and awardees on the administration of grant solicitations, grant administration and invoice processing. Ensures that a grant management plan is developed for each grant program administered by the department that is based on statutory and regulatory authority. Serve as the back-up point of contact to the Office of Administration’s Enterprise e-Grants system (ESA/Single App). Develop grant applications in the ESA/Single App. Support the development of a grant solicitation notice for publication in the Pennsylvania Bulletin. Conduct audits of a representative sample of grant applications to ensure that project goals and purposes are met. Ensure timely processing of non-PO and grant invoices, including submitting invoices to post to SAP documents with accurate account codes, resolving returned invoices and tracking all invoices to ensure payment is complete. Communicate regularly with the Budget & Finance Division to ensure funds held in budgetary reserve are released or that invoices have been fully processed. Serve as the point of contact to the Comptroller’s Office for questions or concerns about invoices. Responsible for reviewing requests for payment after approval is granted by the program office to ensure costs are consistent with the grant agreement and that funds are available. Develop grant status reports upon request and deliver to supervisor, Bureau Director, Executive Office and/or Governor’s Office, or other requestors. Develop and present to both internal and external stakeholders, information about policies and procedures relevant to each department-administered grant program. Responsible for ensuring that data resulting from department-administered grant programs are made available on the Commonwealth’s Open Data platform. Conduct a review, at least annually, of grant agreements and disbursements to determine whether an extension might be required or if encumbrances can be liquidated. This work is performed in partnership with the Budget & Finance Division and the Comptroller’s Office. Demonstrates a commitment to meeting and exceeding expectations of the department’s customers at all times. Applies Lean tools to day-to-day tasks when a process has been identified for improvement. Perform other duties as assigned by supervisor or bureau director |
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 performed independently and is reviewed upon completion by 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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