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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50698479 |
Description Activated On: 11/27/2024 1:36:12 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 responsible for organizing the various administrative functions of the RISE PA Program Office. This position is responsible for assisting the Director with fiscal and budgetary matters, annual budgets, spend plans, and use of data management systems including MySAP. This position will be the primary interface of the Program Office with the Commonwealth’s Purchasing system, the personnel system, the Bureau of Fiscal Management, DEP’s Procurement office, the DEP Grants Center and the Comptroller’s office. This position will function as a member of the Program Office’s supervisory staff, manage clerical staff including planning, organizing assigning and evaluating the work of this staff. This position will function as the primary assistance provider to all Program Office staff on a wide variety of administrative support functions, policy, and programmatic issues of significance in order for program staff to efficiently facilitate financial and administrative services in conjunction with the requirements of the Program Office’s programs, initiatives and work tasks. |
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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. Prepares and maintains the annual budget plans for both federal and state funding sources assigned to the Program Office for review and approval of the Director. Specific duties include working with the Bureau of Fiscal Management in the preparation of the appropriations portion of the Program Office budget and re-budget requests. Consults regularly or as assigned with Program Office Program Managers on budget matters to ensure appropriate allocation of fiscal resources. Provides reports to the Director and Program Managers demonstrating that available funds are utilized in compliance with Commonwealth and Federal policies and regulations. Develops and prepares status reports to the Director on the individual line items of funding appropriated or executively authorized to Program Office or any other funding applied for and received into the office to implement programmatic initiatives. Assists Program Office management in the preparation of program plans, budgeting plans and staffing plans and advises Program Office Program Managers regularly on the availability of funds for programs. Reviews fiscal reports for all Program Office programs quarterly and provides recommendations and adjustments to Program Office Program Managers pertaining to allocations and spending as necessary to maximize use of available funds. Assists in preparing general budget reports for Program Office staff highlighting trends and current status of spending. Develops and prepares financial and administrative portions of Federal and other grant and assistance applications, including all aspects regarding special contracts/funds, purchasing, equipment, and operating expenditures. Ensures that financial records and files are maintained for use by project officers and auditors. Uses SAP regularly to review and monitor various funds by accessing reports within the SAP system Directs all purchasing activity for the Program Office Works with Program Office Program managers and DEP purchasing staff to develop, issue, and track request for proposals, electronic purchasing requests, and purchase orders, memoranda of understanding, and/or interagency agreements. Performs all administration function to secure contractors for Program Office work tasks as well as monitor and assist with contract execution. Assists Program Office program managers in the review and administration of all contracts assigned to Program Office. Ensures compliance with all state and federal regulations contained within the contracts. Ensures that payments for goods services received are appropriate and timely. Provides assistance and advises Program Office grant project managers on grant making processes, grant finance matters for both state and federal funded projects. Assists Program Office Program staff prepare and submit reports to various federal or state electronic data submission systems. Helps to ensure that financial records and files are maintained for use by project officers and auditors. Develops and maintains compliment reports to ensure that positions are coded to the proper program and cost functions to be properly distributed through CATS. Notifies the Bureau of Fiscal management to make necessary changes. Makes projections of staff time and costs to assure federal funds are matched with required state funds or level-of effort outputs. Provides reports to Program Office management staff to document compliance with match requirements. Provides support and liaison duties with Human Resources including compliment management, classification requests, span of control, staff development, recruitment, selection, and placement activities. Specific duties include working with Program Office Program Managers to fill vacancies, prepare job descriptions, reviews final candidate selection, conducts review on non-selection memorandums, resolves outstanding issues prior to making a recommendation. Regularly reviews and suggest improvement and implements administrative procedure changes agreed to by the Program Office Program managers including, office policies and practices, implementation of Management Directives, Administrative Circulars and Executive Orders. Maintains Program Office’s call-off procedure and ensures staffing levels are appropriate to maintain operation of the office. Works with the Program Office Director in issues such as floor space, telecommunication issues, office equipment and office moves. Attends and serves on various workgroups or committees as assigned or approved by the Program Office Director. Plans and organizes administrative work in the Program, including hiring administrative and clerical assistants, assigning work, determining work priorities, sets goals and reviews work the performance of subordinate staff. Carries out miscellaneous administrative functions or assignments as approved by the Program Office Director for special projects. Promotes DEP’s Mission to protect Pennsylvania’s air, land and water resources and to provide for the health and safety of its residents and visitors, consistent with the rights and duties established under Article 1, Section 27 of the Pennsylvania Constitution. 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. |
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 position works primarily under the supervision of the Program’s Director. Specific activities required at the Bureau or Deputy level will be assigned in coordination with the Director. Completed assignments, written reports, etc. are reviewed by the supervisor. The employee works with a high degree of independence. |
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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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