PennDOT’s Bureau of Equal Opportunity is seeking a detail oriented individual to assist with the Disadvantaged Enterprise (DBE), Small Business Enterprise (SBE) certification applications/annual affidavits processing, the Diverse Business (DB) program, the On-the-Job (OJT) Training Program, the Title IV program and the Contract Compliance Program. Provide guidance and technical assistance for DBE/SBE/DB firms, potential applicants, contractors and District personnel regarding program requirements in all program areas.
DESCRIPTION OF WORK
DISADVANTAGED BUSINESS ENTERPRISE (DBE)
Assists in the review and analysis of DBE certification/annual affidavit applications for completeness as required by Federal Regulations (49CFR26 and 49CFR23) and requests additional information, as necessary. Reconciles electronic Unified Certification Program (UCP) database against DBE files and submissions. Assists in determining whether financial data submitted by DBE firms conforms to the Federal standards. Reviews annual affidavits and recommends DBE firm on-site review, in accordance with Federal Regulations.
Updates and maintains DBE files in the web application. Assists in the review of the PA Unified Certification Program (UCP) procedures manual for necessary revisions.
Responds to phone and email inquiries regarding program requirements and procedures, status of applications and annual affidavits, and requests for extensions. Guides small business applicants through the DBE certification/annual affidavit process. Assists with coordination of quarterly meetings of the PA UCP Oversight Committee which may include preparing the agenda and handouts, recording meeting minutes, and ensuring follow up on action items. Receives all incoming certification mail; logs and distributes to the correct specialist. Types letters, reports, transmittals, itinerary, meeting notes and agendas.
Proofreads varying types of materials for Division Chief’s approval to ensure that information is grammatically correct, complete, consistent, and adheres to the agency rules and regulations. Reviews invoices for the Disadvantaged Business Enterprise Supportive Services and Small Business Enterprise Supportive Services. Collects, organizes DBE/SBE Supportive Services invoicing. Maintains correspondence with SBE/DBE point of contact at Cheyney. Reviews invoices and compares to submitted proof of billable activities/ Updates budget expenditures with billable activities on tracking sheet.
Submits monthly confirmation of service order to supervisor for signature.
Updates and maintains expenditure excel file. Tracks expenses in relation to budget allotments for each allowable expense. Maintains electronic copies of all invoices, EO-501s, receipts/proof of deliverables OS-501 Training. Will be SRM requisitioner and receiver.
SMALL BUSINESS ENTERPRISE (SBE)
Assists in the review and analysis of SBE certification/annual affidavit applications for completeness as required by Federal Regulations. Reviews annual affidavits and recommends SBE firms on-site review in accordance with Federal Regulations. Recommends approval/denial following the review and analysis of SBE annual affidavits in accordance with the regulations. Updates and maintains SBE files as necessary; reconciles electronic internet database against SBE files and submissions. Assists in the review of the SBE procedures manual for necessary revisions and makes recommendations. Responds to phone and email inquiries regarding program requirements and procedures, status of applications and annual affidavits, and requests for extensions. Guides small business applicants through the SBE certification/annual affidavit process.
Manages the DB resource account to provide technical assistance to program areas impacted by the DB program. Assists in record keeping and developing required spreadsheets and reports. Assists in review, development and implementation of DB processes and procedures. Assists in review of the required reports from the DB supportive services and provides recommendations and technical assistance. Assists with developing and implementing training and outreach. Responds to phone and email inquiries regarding program requirements and procedures.
Assists in conducting analysis of OJI Reports to ascertain contractors’ compliance with contract goals and contract special provisions. Assists in analyzing and gathering OJT data for the annual Compliance report. Assists in review of Bid Proposals in Engineering and Construction Management System (ECMS) to verify that appropriate numbers of trainees are included on projects pursuant to established methodology, and communicates discrepancies to a supervisor. Assists in conducting monthly review of training reports provided by the Districts and communicates details to OJT Program Administrator and OJT Supportive Services for follow-up. Assists in review of OJT Program reports submitted by OJT Supportive Services Contractor to identify relevant information for reporting purposes. Assists in tracking and recordkeeping for the OJT process.
Assists in the reviews of program area findings to ensure nondiscrimination related to Title VI. Participates in the development and dissemination of Title VI information to the public (in languages other than English, where necessary). Assists in processing and tracking Title VI discrimination complaints. Assists with conducting and coordinating Title VI training. Assists with the review and updates to Title VI Implementation Plans.
Assists with reviews of all contracting procedures to ensure nondiscrimination.
Assists with reviews of prequalification/bonding requirements and contractor selection procedures to determine uniformity in their application to minority and non-minority contractors. Assists with the development of procedures and policies to ensure that sub recipients are complying with Title VI requirements.
Assists in conducting compliance reviews of contractors, consultants, suppliers, and grantees (contractors) doing business with the Department. Assists in conducting spot checks of certified payrolls and other workforce reports to verify receipt and to ensure diversity of contractor workforce and payment of proper wage rates. Assists in reviewing PennDOT and contractor project files to ensure EO/EEO requirements are being met and are actively monitored. Assists with electronic data management. Assists in research and gathering data for the Annual Contract Compliance plan.
For a detailed description of the job duties, please review the full position description.
Work Hours: 8:00 am – 4:30 pm; Monday – Friday; 1 hour lunch
You will have the opportunity to work from home (telework) part-time, two days one week and three days the next week. In order to telework, you must have a securely configured high-speed internet connection. If you are unable to telework, you will have the option to report to the headquarters office in Harrisburg.
Overtime and travel may be required.
REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY
Minimum Experience and Training Requirements: One year as a Human Resource Assistant 1; OR Two years of experience performing clerical work; OR An equivalent combination of experience and training.
Must meet PA residency requirement – For more information on ways to meet PA residency requirements, follow the link and click on Residency
Do not submit resumes, cover letters, and similar documents. These documents will not be reviewed and the information contained therein will not be considered for the purposes of determining your eligibility for the position or to determine your score. Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).
If you are claiming education in your answers to the supplemental application questions, you must attach a copy of your college transcripts for your claim to be accepted toward meeting the minimum requirements. Unofficial transcripts are acceptable.
Must be able to perform essential job functions
Veterans: Pennsylvania law (51 Pa. C.S. §7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, go to www.employment.pa.gov/Additional%20Info/Pages/default.aspx and click the Veterans’ Preference tab or contact us at [email protected]
Telecommunications Relay Service (TRS): 711 (hearing and speech disabilities or other individuals)
The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce. The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania. The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law. All diverse candidates are encouraged to apply.
Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).
Your score is based on the detailed information you provide on your application and in response to the supplemental questions.
Your score is valid for this specific posting only.
You must provide complete and accurate information or:
your score may be lower than deserved.
you may be disqualified.
You may only apply/test once for this posting.
Your results will be provided via email.
Health & WellnessWe offer a comprehensive benefits package, including health coverage, vision, dental, and wellness programs.* Work/Life BalanceWe understand that there is more to life than work – and we want you to enjoy it!For most positions, we offer paid vacation days, paid sick days, military leave, as well as paid time off for most major U.S. holidays. Alternate work schedules are available for certain positions. Career DevelopmentWe want to help you grow and see your goals become a reality! Supervisors and human resource staff are available to help employees create a plan to develop skills for their current jobs or prepare for the next step in their careers. Employees can easily transfer between positions or agencies to expand knowledge and pursue new challenges while retaining leave and benefits. Additionally, there are a variety of programs available to help get you where you need to be.Other RewardsCommonwealth employees enjoy many other rewards, including opportunities for recognition, workplace charitable giving, and even special employee-only discounts. For more information about benefits, health and wellness, work-life balance, career development, and other rewards go to www.employment.pa.gov and click on the benefits box. *Eligibility rules apply.
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