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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50699452 |
Description Activated On: 4/21/2026 12:00:29 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. The incumbent in this position provides essential administrative support to the Rural and Community Forestry Section in DCNR Bureau of Forestry. This Administrative Assistant 1 position will use independent judgment to administer budgeting, grants and contracts, purchasing, and database management for the division. |
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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. BUDGETING - Develops section spending plan for special funds and the operating budget for the section. - Monitors payroll reporting for coding and errors to ensure proper budgeting. - Works with Section chiefs, other program staff, and BOF’s Administrative Section in development, preparation, monitoring, tracking and review of annual budget requests and re-budget for the RCF section. Reviews and analyzes commitments and expenditures and flags problem areas for discussion and resolution. - Prepares reports on funding, budget adjustments, liquidation, and spend down requests as needed. GRANTS - Monitors grant budget expenditures including making recommendations on budgetary changes. - Manages requests for rebudgets and grant extensions. Alerts section chiefs and grant managers when grant expiration is approaching, and whether extensions or budget adjustments may be necessary. - Independently moves funds among budget line items to necessitate grant needs. - Coordinates with grant manager AO1 in Administrative Section to facilitate, track, and budget grant spending for the section. - Researches and prepares reports and trend analyses on funding trends and other details on projects. PROCUREMENT - Reviews requisitions from RCF program and identifies the best method for procurement of goods and services. Provides guidance and instruction to program and vendors regarding purchasing regulations, processes and requirements. Enters all shopping carts for the division. Resolve any issues (technical or budget) that prevent the execution of purchase orders. Reviews statewide contracts on e-marketplace. Prepares and submits purchase order change requests to Bureau of Administrative Services. - Performs all purchasing card activities for the division including reconciling statements, reallocating expenditures, verifying account coding, obtaining justifications for purchases, and record keeping. Liaises with the Bureau of Administrative Services to coordinate purchasing card updates as needed, for example applications, closures, credit limit adjustments, fraud alerts, replacements, etc. Provides the same assistance with corporate travel cards for the Section. - Coordinates invoice resolution and works with Bureau of Administrative Services or Comptroller, vendors and program staff to resolve issues that prevent the payment of invoices. Tracks processing of invoices through SAP system for all grants/contracts/cooperative agreements. OVERARCHING& OTHER DUTIES - Acts in confidential capacity on topics pertaining to personnel or other subject material requiring such confidentiality. - Provides assistance to the public in answering questions and referring questions on specific problems to the appropriate professional within Rural and Community Forestry. - Maintains effective working relationships with various State and County agencies. - Conducts research and produces reports or summaries on topics assigned by Administrative Officer 2 to assist program management decisions. - Manages arrangements for in-person meetings including scheduling, preparation of materials, coordination of attendees, meeting minutes, etc. - Participates in training offered by the Bureau, including administrative training. Other duties as assigned by supervisor. |
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 is exercised with considerable independence within existing Commonwealth and program guidance, procedures, direction, and policy. Exemptions and situations not covered within program guidance procedures, direction, and policy are raised to RCF Section Chiefs and Administrative Section Chief. Employee is given instructions on goals, objectives and processes, and works independently to meet deadlines, objectives and priorities. Work is reviewed periodically and through regularly scheduled meetings with Section Chiefs and Administrative Officer 2. |
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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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