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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50430226 |
Description Activated On: 5/24/2023 2:59:09 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 Administrative Officer 2 (AO2) works within the Pennsylvania Historical and Museum Commission’s (PHMC) Fiscal and Office Support Services division to manage administrative and fiscal functions within PHMC’s five bureaus. The AO2’s work covers several disciplines and focuses on the areas of fiscal management, vehicle management, procurement, and insurance. |
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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. PROCUREMENT Serves as the main point of contact for PHMC employee inquiries related to procurement. Advises on all procurement policies. Reviews agency requests for procurement of contracted services and commodities, including but not limited to: Purchase Contracts (POs), Bid Contracts, Emergency Service/Commodity Approval, Sole Source Approval and Contracts, Amendments, and others. Consults with the initiating bureau to amend, add or delete contract descriptions, terms, conditions, cost or coding data or other information to ensure the procurement requests follow the Commonwealth’s Procurement Handbook and applicable Commonwealth policies, procedures, and processes. Develops a PHMC Procurement Resource database in SharePoint. Maintains current policy information and regularly reviews database information for accuracy. Assists commission staff and vendors/contractors with resolving problems or disputes. Develops and initiates appropriate contract and Purchase Order documents in SAP/SRM, monitors approvals, and provides follow-up assistance and support to vendor and agency staff to facilitate service and commodity delivery. Cooperates with the initiating office to maintain, monitor, and report on the receiving of services and the quality of same. Administers, troubleshoots, and process vendor invoices in the Comptroller Operations ESS workflow system associated with procurement documents. Conducts research to determine the appropriate contact, research goods receipt, blocked invoices and make any necessary adjustments to the purchase order. Contacts vendor if necessary. Coordinates with IES, Comptroller Operations, Legal, Department of General Services and other agencies to ensure purchasing documents are complete accurately GRANT MANAGEMENT Creates various Federal and Certified Local Government (CLG) grants, contracts, and grant agreements with federal and local government entities. Coordinates approvals and grant payments and communicates with affected program areas when appropriate. Monitors grant usage, including regular reporting and communication to program personnel to monitor sub-grant activity, progress, budgets and work product submissions for adherence to state and federal regulations and project schedules. Reports on findings to program leadership and Bureau Director. Reviews, analyzes, and approves sub-grantee invoices to assure compliance to state and federal guidelines and U.S. Office of Management & Budget (OMB) circulars. Creates Funds Commitments for various PHMC grants in the SAP system and processing invoices where appropriate. SURPLUS Serves as the Property Control Officer (PCO) by directing the activities of the Commission’s surplus state and federal property program. Coordinates with PHMC bureaus and DGS Vehicle Management to surplus vehicles. Reviews and approves PHMC’s surplus submission requests in the Pennsylvania Automated Surplus System (PASS). PURCHASING AND TRAVEL CARD MANAGEMENT Serves as the Purchasing and Travel Coordinator Cards Program for PHMC including requesting new cards, setting up accounts, and cancelling cards for PHMC employees. Maintains an electronic database on SharePoint of monthly P-Card statements and supporting documentation for PHMC staff. Reviews Purchasing Card activities monthly to ensure compliance with established policies and procedures and performs cost distributions within US Bank ACCESS. Conducts p-card usage audits and reports any issues of non-compliance to the Bureau Director. Reconciles PHMC Lodging and Airline card charges each month. Interacts with the Comptroller’s Office with any purchasing card issues regarding accounts in US Bank ACCESS and responds to audit requests. COMMONWEALTH BOOKSTORE Creates mail orders, invoices, and order book inventory in SAP for bookstore fulfillment staff. Collects checks from the mail orders, prepares Transmittal of revenue for PHMC fiscal staff to process for deposit Generates monthly online sales reports from the Shopify website and formats them in Excel to reconcile the sale totals with the credit card transactions recorded in Clientline. Records monthly sales totals collected for other Commonwealth Agencies and sends a Revenue transfer request quarterly to Comptroller Operations to process. Analyzes sales data and reports to Bureau Director fluctuating trends. INSURANCE In consultation with FOSS Division Chief, assists agency personnel on insurance-related matters, including coverage, certificates of insurance, accident claims, compiling special reports and information, and working with the Bureau of Risk and Insurance Management, Department of General Services, as an agency liaison. AUTOMOTIVE OFFICER: Oversees the agency's automotive fleet operations program and is the liaison for DGS vehicle management. Ensures DGS policies and regulations are being followed at PHMC Harrisburg locations and regional sites. Recommends to the Bureau Director automotive policy changes for the agency. Provides guidance to employees for accident reporting and ensures all paperwork is completed and provided to DGS in a timely manner. Manages the E-Z Pass program for the PHMC and orders transponders for PHMC Fleet Vehicles. Works with DSG and Bureau Director for any instances of misuse or violations of automotive policies and procedures. Completes the Vehicle Change Request form to inform DGS of any vehicle and/or staff information changes. Creates requests for new vehicle leases and obtains necessary approvals to place an order to DGS. Maintains internal database on SharePoint of vehicle and staff information including assigned telematics equipment, E-Z Pass Transponders, and WEX Gas Cards. Distributes correspondence from DGS to inform agency staff of any changes and updates of policy and procedures. ADMINISTRATIVE DUTIES: Responds to audit requests from the PA Treasury Department and the Office of the Budget as needed. Informs PHMC Fiscal Office of any discrepancies with the reconciliations. Be familiar with PHMC general safety rules and safety rules specific to this position; for working in a safe manner and following all PHMC safety rules; immediately report all workplace injuries or incidents to your supervisor; and immediately correct any safety hazards in the work area or report same to supervisor. Performs other duties as may be 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. This position works independently. General work assignments are outlined in the job description and day-to-day work is assigned through regular meetings and daily interaction. The employee is given the latitude to make decisions to achieve the results using the methods and procedures deemed appropriate. Unusual matters are brought to the attention of the supervisor. |
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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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