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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50705625 |
Description Activated On: 9/29/2026 9:11:41 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. The Office of Mental Health's Bureau of Financial Management and Administration is organized with two divisions with the capability of providing a full range of financial analysis, management and review services, and administrative support to the OMHSAS, Department of Human Services, and Office of the Budget. The two divisions are: the Division of Medicaid Finance and the Division of Budget and Administrative Services. The Division of Budget and Administrative Services has responsibility within the OMHSAS Bureau of Financial Management and Administration for the following services: • Directs and manages all actions associated with the annual OMHSAS budget request process • Oversight and regulation of risk-based contracts for non-Medicaid funded services to ensure vendor financial performance and viability • Development and management of the annual OMHSAS budget and allocation process audit review and resolution • Develops and maintains an annual allocation methodology for the allotment of funds appropriated |
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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. This is a highly technical and analytical position responsible for developing, administering, and monitoring over 13 federal funding appropriations and grants, totaling over $170M, received in the Office of Mental Health and Substance Abuse Services. This includes developing, analyzing, and implementing the budget and allocation processes. The incumbent acts and performs in an independent manner the detailed financial analysis relative to the budget requirements of the OMHSAS. Major responsibilities include: • Manages and monitors OMHSAS’s major federal grants exceeding $170M, including grant applications, reports allocations and appropriation requests. This requires extensive collaboration with the DHS Bureau of the Budget and the Comptroller’s Office. • Prepares, compiles, and monitors the over 10 federal appropriations’ carryforward budgets and an annual spending plan (rebudget) based on funds for federal appropriations which are included in the overall mental health and substance abuse services submission to the Governor’s Budget Office. • Develops, produces, monitors, and analyzes monthly activity and annual financial reports for all federal appropriations that reflect various aspects of the fiscal status of the program. Provides program staff with a monthly financial report on the status of the funds and work with staff to ensure funds are spent by grant end and resolves any questions or potential problems as they arise. • Liquidates unexpended grant and contract funds at the end of fiscal year, ensuring consistency with generally accepted accounting principles. • Coordinates with the Comptroller’s Office to ensure all federal grants are closed out with the federal government. This includes providing information for the Federal Financial Report (FFR) and SF425 as needed. • Participates in monthly/quarterly meetings with program office staff to review expenditures and projections of spending to ensure all federal funds are spent by the grant closing. This includes providing needed assistance to program office staff to ensure no funding is lapsed. • Prepares special financial reports, spreadsheets and other documents at the request of management. Work involves applying fiscal principles and techniques to financial transactions to assure response to inquiries. • Analyzes and evaluates proposed and enacted appropriation bills for budgetary compatibility and to determine possible effects on departmental programs and fiscal operations. • Reviews encumbered funds to ensure maximum utilization of funds. Recommends adjustments to maximize funds allocated to the federal appropriations prior to the federal fiscal year closing. This requires coordination between the Bureau of Procurement, the Office of the Budget and the Office of the Comptroller. • Assembles, analyzes, and prepares financial reports on a quarterly and annual basis. These reports are based on SAP reports to ensure federal grant funds are maximized, and issues are identified prior to becoming problems. Monitors and tracks funds over the fiscal year. Works closely with the Office of the Comptroller’s Federal and Special Accounting Unit and the Office of Medical Assistance’s Fee-for-Service Programs Unit and OMHSAS’s Bureau of Policy and Program Development. • Reviews the federal expenditures reported by the counties on the quarterly expenditure report and the annual I&E report under assigned appropriations. Tracks data for trends of over/underspending by counties to ensure they are within approved allocation and on track to spend allocated dollars. • Analyzes and determines the need for requesting, restoring, or amending account codes for new grants, items required isolated expenditure collection, renewed grants or revenues, or changing in the alpha descriptions. • Creates and completes requests to ensure all funding codes are set up in SAP for usage by other program areas and makes corrections as needed. This requires coordination between the Bureau of Financial Reporting and the Office of the Comptroller. • Analyzes audit reports for federal appropriations to address the findings and observations on behalf of OMHSAS. Make recommendations to supervisor on changes that need to be made to bring OMHSAS into compliance with the audit findings. • Reviews, tracks, approves/rejects, and processes invoices for grants, contracts, and purchase orders funded by the federal appropriations this position oversees. Monitors all invoices throughout the payment process to ensure the vendor has received their funds. Research and resolve any rejected or blocked invoices and Treasury inquiries. • Process any change orders for grants, contracts, and purchase orders needed to increase, decrease, or liquidate funds. • Notifies supervisor and procurement liaison within the appropriate timeframes of any upcoming procurements that are due to expire to ensure there is no lapse in services. • Assists with preparing multimedia presentations on the annual state budget for the Deputy Secretary. Presentations highlight historical trends and future projects for legislative budget hearings and other public presentations. • Establishes and maintains effective working relationships as the federal fiscal liaison for OMHSAS bureaus. • Utilizes SAP system to check appropriation balances to complete work assignments, including preparing invoices, monitoring appropriations, accessing emergency purchase order information, running payment queries, and producing reports on appropriation expenditures. • Analyzes and interprets fiscal regulation and policy. Initiates actions to address issues presented in financial regulation and policy, in conjunction with other DHS offices and external stakeholders, as indicated. Ensures the statewide impact of regulation and policy is accounted for in all financial interpretation of regulation and policy. • Provides requested financial information, consultation, and technical assistance to the Governor’s Office, Legislature, other DHS Offices, other OMHSAS Bureaus, county program staff, service providers, and external mental health advocacy agencies and stakeholders. As needed, this includes preparing financial reports and budgetary projects and assembling fiscal and statistical data for use in budgetary evaluations and budget hearings. • Completes special fiscal/statistical studies in support of OMHSAS initiatives, cost containment actions, and cost reduction actions. • Develops and updates unit policies and procedures on all job assignments this position is responsible for. • Performs other duties as assigned. |
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. The incumbent exercises considerable independence, initiative and judgment in their application. Technical and problem areas are discussed with the Division Director; however, day-to-day operations are the responsibility of the position. Direction, instruction, and supervision are received through formal meetings, correspondence, and follow-through to the Bureau work plan. Performance of the incumbent is evaluated through conferences and meetings, observations of the efficiency, economy and effectiveness of practices employed and results achieved, and the overall performance (project completeness and performance standards) in meeting with stated work plans, goals, and objectives. |
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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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