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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00012899 |
Description Activated On: 11/14/2024 10:49:36 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 is a highly technical position requiring a working knowledge of accounting principles and the workflow of invoices through the system to render payment most efficiently to Commonwealth vendors or grantees. Under general direction from a Financial Transaction Analyst 2, an Invoice Processor performs a review of PO-based and/or Non-PO-based invoices. The incumbent ensures compliance with all rules and regulations as prescribed by the Governor, Executive Board, Office of Budget and Administration, Secretary of General Services, and the Legislature. |
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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. • Reviews vendors’ and grantee invoices to ensure that each expenditure transaction is processed in accordance with the legal and administrative requirements set forth in the relevant procedure manuals, the Administrative Code, and the Management Directives. • Accesses SAP Workflow to receive an invoice for processing and audits the scanned image data against the applicable procurement or funds commitment as follows: • Purchase Order (PO) invoices: - Audits information on invoice against information on PO confirms the invoice is in accordance with information specified on the Purchase Order in the integrated enterprise system. - Calculates cost when partial delivery and account assignment is split coded per line item. - Also verifies it is the correct vendor name and remit to address. Enters data from the invoice into an integrated enterprise system. - Matches the credit memo to invoices against the same PO that are posted but not yet released to Treasury and links the credit memos to those invoices. If no available invoices against same PO, works with supervisor to resolve. • Non-Purchase Order (Non-PO) invoices: - Funds Commitments – Audits the invoice to assure it is in accordance with the purpose, payment terms and dollar amounts specified on the grant agreement or procurement document. Verifies the identifying information on the invoice is present and consistent with requirements. Verifies it is the correct vendor name and remit to address. Verifies the payment is within the established budget categories and then posts the payment to the budget. Release the payment. - Direct Payments – Audits the invoice to determine if the payment is an allowable Commonwealth expense. Confirms the invoice includes the basic set of required information to allow it to be processed. Release the payment. - Interface Payments – Confirms the invoice contains the basic set of required information. Compiles summary of open items in SAP and confirm agreement of open items to the invoice. Then if correct, release SAP items and attach backup as needed. - Advancement Account – Reviews information on advancement account documents in the advancement account workflow and discerns whether guidelines of the applicable field advancement account have been followed prior to approving the printing of an advancement account check. • During audit, an issue could be found. Depending on the situation identified below takes the following actions: - Duplicate Invoices: Researches and brings all suspected duplicate invoices to the attention of the supervisor. This research might include reviewing documents, pulling invoices from electronic files and/or reviewing payments in SAP. As needed, accesses appropriate systems or files from agencies and vendors to audit invoice information. - Rejected Invoice: If the invoice cannot be paid because of contractual issues or does not meet specific guidelines, types the reason in the dashboard notes field, selects the appropriate rejection code, and clicks the reject button. This routes the invoice to the Invoice Processing Supervisor, agency, or Exceptions Processing for appropriate resolution. • Access Oracle and associated workflow: - Reviews, processes, and enters all product non-SLO liquor invoices into Oracle ReIM. At a minimum, views the image in DocFinity and ensures that all pages of the invoice have been correctly imaged, the PO number is correct, and the supplier is correctly identified. Enters the PO number appearing on the invoice into ReIM. If the PO does not match, reviews the invoice. Data from the receipt/PO will populate the screen. Reviews documents and makes changes to the data on the screen based upon the invoice. Follows current written office standards when entering invoice information into ReIM. Upon completion of invoice entry, attaches the imaged invoice in/to DocFinity by using the copy and paste commands to enter the (Oracle)invoice number into the appropriate Indexing field. Verifies all "Index" information is accurate and complete before attaching/selecting "Done". - Reviews, processes, and enters all non-product invoices into Oracle EBS. At a minimum, reviews image in Docfinity, ensures that all pages of the invoice have been imaged, the PO number is correct (if appropriate) and the supplier is correctly identified. In addition, views PO to ensure that the invoice is posted to the correct line(s)/shipment on the PO. Also ensures that the fiscal year and other coding on the PO is correct, prior to initiating entry. Enters invoice into Oracle EBS according to current written office standards. Upon completion of invoice entry, attaches the imaged invoice in/to DocFinity by using the copy and paste commands to enter the (Oracle)invoice number into the appropriate Indexing field. Verifies all "Index" information is accurate and complete before attaching/selecting "Done". - Performs essential "Gatekeeping" duties by placing new incoming invoices to be processed into the proper workflow queue in DocFinity. Reviews to ensure invoice is complete and legible before distributing to correct workflow queue and indexes or verifies that the basic indexing fields match the vendor's submitted invoice. Forwards discrepant invoices that are lacking required information to the Agency queue or the appropriate Supervisor queue, with a brief but detailed diary notation explaining the deficiency such as: "Missing PO #", "Requires Approval" or missing coding necessary to process. Scanning errors such as missing pages, illegible copy or multiple invoices scanned together, are "rejected"/forwarded to the Scanning Unit for correction or to the Supervisor Q for review/resolution if submitted electronically. • Activities related to invoices processed through Intelligent Capture software in the Verify queue. Properly complete the indexing of invoices so they can be routed by the system to the appropriate group. • Performs other duties as required by supervisor/manager to ensure the efficient operation of the Invoice Processing division |
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. Based on a detailed checklist of required data elements for invoices, the incumbent determines if an invoice should be posted for payment. If an invoice does not contain the required information, the incumbent routes the invoice via workflow for research and resolution. Difficult technical problems and irregularities are referred to a supervisor who observes the work in progress and periodically reviews the incumbent’s work |
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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. 5. 6. |
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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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