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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50698864 |
Description Activated On: 1/27/2025 11:52:18 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 works in the Procurement Section of the Division of Budget and Procurement within the Bureau of Quality Assurance and Administration. The position supports the daily fiscal needs of the Procurement Section and is supervised by a Fiscal Management Specialist 3. |
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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. Responsible for the development and processing of contractual documents for the Department. Monitors contract expenditures and prepares encumbrance adjustments, encumbrance liquidations, budget rollovers, and other adjustments for submission to Office of Budget (OB), Office of Comptroller Operations or in SAP R/3 as required, by request or after independent research and monitoring identifies a specific need. Assists in the development of grant agreements resulting from DDAP’s Grant Initiative Funding Application process. Providing oversight of the fiscal and procurements aspects of these agreements including processing their invoices and renewals/amendments as needed. Processes vendor refund checks and submits checks received to OB, Office of Comptroller Operations. Monitors the Department's Procurement Resource Account and processes procurement requests for agency staff. Facilitates Departmental Funding Initiatives (FIAs) and reviews vendor proposals to determine viability of engaging contractors for services. Assists in the development of fiscal policies, requirements, reports and instructions for issuance to the Department's contractors. Maintains various contract invoice files to include the yearly update of budget amounts, document numbers, account codes, budget revisions and budget adjustments. Analyzes and reconciles funding allocations and disbursements records with the SAP and BW accounting system to prepare financial forms as needed. Creates new and utilizes existing spreadsheets and databases to assemble and maintain financial data for invoicing or budgetary evaluation and for generation of special reports as required. Provides technical assistance on contracting, budgeting, reporting and expenditure guidelines to office staff and agencies under contract for the provision of services to the Department. Participates in meetings, seminars, and conferences related to programmatic and fiscal matters. Provides back up to other Fiscal Management Specialists and Administrative Officer positions within the Division of Budget and Procurement. Performs other related duties as required. |
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. Duties are performed independently under the general direction of the Fiscal Management Specialist 3. Follows established policies and procedures. Supports the fiscal needs of the Division, bringing issues to the attention of the supervisor or Division Section Chiefs if said issues require intervention at a higher level. |
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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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