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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50699172 |
Description Activated On: 3/27/2026 9:44:20 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 within the Fiscal Management Division under the Bureau of Administration, supports the Department of Drug and Alcohol Programs’ mission to engage, coordinate and lead the Commonwealth of Pennsylvania’s efforts to prevent and reduce drug, alcohol and gambling addiction and abuse; and to promote recovery, thereby reducing the human and economic impact of the substance use disorder (SUD). This position is responsible for the daily management of the State Opioid Response (SOR) Grant. |
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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. Federal Funds Management: Performs day-to-day activities necessary to manage the following Federal Appropriations: State Opioid Response (SOR) - Grants and Subsidies (71084) and SOR Administration – (71099). This includes, but not limited to, preparation of weekly expenditure reports; fund analysis reports; budget, expenditure, and revenue adjustments; and liquidation of commitments. Analyze reports for adherence to federal grant requirements and provide recommendations when needed to supervisor or Section Chief. Assist in preparation of spending plans, salary projections, and grant analysis for assigned federal appropriations during the state budget and re-budget process as well as the budget hearing packages for submission. Assist in preparation of the Request for Approval of Federal Funds (RAFFs) for submission to the Governor’s Budget Office. Reviews Funding Opportunity Announcements (FOA) issued by the Substance Abuse and Mental Health Services Administration (SAMHSA) to ensure federal grant applications are in compliance with the federal guidelines. Prepares all fiscal documents associated with SOR application, Request for Additional Materials (RAM), progress reports, and post award amendments for the Fiscal Management Specialist 3, Section Chief and Division Director approval. Post-award amendments include budget revisions, carryover requests, change in scope, change in key personnel, no-cost extension requests, and organization changes. Reviews Notice of Awards received from SAMHSA and tracks due dates of various conditions of the grant to ensure the department is in compliance with the federal government. Prepares and tracks through final execution of SOR-funded Notification of Subgrants (NOS)/Memorandums of Understanding (MOUs) between DDAP and other agencies. Develops and maintains spreadsheets to track the drawdown of funds for each document. Prepares Federal Header Requests and other master data forms to establish SAP funding codes upon receipt of federal grant awards Assists in preparation of the Federal Fiscal Year End (FFYE) Closing process for the SOR grant in accordance with federal and Commonwealth guidelines. This includes, but not limited to, the reconciliation of grant expenditures with the Commonwealth’s SAP system by utilizing BW reports, review of Federal Financial Reports (FFR) for accuracy; submission of Final Performance Progress Reports; and preparation/submission of Tangible Property Report (TPR). Other Duties: Prepares expenditure and budget adjustment documents in SAP R/3 by request or after independent research and monitoring identifies a specific need. Assist in preparation of responses to the Bureau of Audits related to Federal Single Audit requests and other request from legislators, the Governor's Office and external entities. Works with program and other fiscal staff to collect and assemble documentation for the Division Director's review. Provides technical assistance on fiscal matters to staff and contractors receiving DDAP funds. Create new and utilize existing databases and spreadsheets to assemble financial data for budgetary evaluation and for generation of special reports and surveys as required for DDAP funds. Provides back up to the Fiscal Management Specialist 3 positions in the Budget Section as needed. Conducts or participates in meetings, seminars, and conferences related to substance use disorder and other related services as it relates to programmatic and fiscal matters. Integrate all job functions into the overall strategic mission of DDAP to ensure effective and efficient client-oriented services. Implement strategies to strengthen and merge fiscal management with program service delivery by coordinating policies and decisions through and with the Bureaus of County Program Oversight, Program Licensure, and Quality Assurance and Administration. 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 position within the Fiscal Management Division. Perform various duties associated with the SOR, only bringing issues to the supervisor's attention if said issues require intervention at a higher level. Make decisions regarding preparation of the SOR Application, reporting requirements, and closeout, NOS/MOU preparation, invoice processing and monitoring the SOR Close files, with supervisor input and direction sought as needed. |
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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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