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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00013518 |
Description Activated On: 1/15/2026 10:22:00 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 position of Fiscal Assistant requires the knowledge and understanding of advanced bookkeeping procedures and accounting principles to provide Guardianship services to incapacitated clients at Office of Mental Health and Substance Abuse Services (OMHSAS) and Office of Developmental Programs (ODP) facilities. These services are mandated by the Vecchione Court Order of 1978. The position provides fiscal management and support necessary to efficiently and effectively meet the fiscal management and personal needs of the clients. This is done in conformance to established Generally Accepted Accounting Principles (GAAP) and the Guardian Accounting Program (GAP). This position is under the direct supervision of the Guardian Officer. |
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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. Performs advanced bookkeeping procedures through the use of the Guardian Accounting Program (GAP) by creating and updating client accounts, tracking all receipts, disbursements, encumbrances, and interest activity for all asset and liability accounts in order to ensure overall management and control of client accounts. Work includes the application of Generally Accepted Accounting Principles (GAAP) in the processing and controlling of fiscal records and reports and the examination of a variety of financial records and documents for propriety, quality, and conformance to established accounting procedures. Process SI-536, Client Account Withdrawal Orders (CAWO), for check issuance according to a prescribed analysis of the CAWO SI 536 process and the Guardian Office disbursement schedule, the Guardian Office shopping procedure and the Guardian Office Policies and Procedures Manual. All client requests for check issuance will be screened to verify accuracy and completeness of proper justification and to ensure requests comply with rules and regulations. The correct disbursement codes will be applied to the item or activity; availability of funds will be verified; each client account will be analyzed to detect trends and/or patterns of client purchases. All SI-536 requests will be accurately computed and totaled in preparation of check issuance. Prepares checks for approved SI-536 client requests, vendor payments, benefit overpayments and other related bills/liabilities according to manual procedure and internal check preparation schedules. Assigns a separate check to each SI-536 request and to each individual vendor payment. Assures the assigned check number and check date are issued and applied to each SI 536 client request and each SI-536 vendor payment. All checks will be prepared as per the Guardian Accounting Program Procedures Manual with appropriate amounts and made payable to appropriate requestor by dates requested according to manual regulations. Reconciles GAP to manually prepared excel spreadsheet by inputting all deposits, checks and special transactions. Posts all approved activity and vendor disbursements according to the Guardian Accounting Program (GAP) Procedures Manual, the Guardian Office Policies and Procedures Manual, and the Guardian Office disbursement schedule. All disbursements will be posted to client ledgers and to Guardian Office control ledgers. All postings, computations, and adjustments to client ledgers and control ledgers will be reconciled to verify posting accuracy. All disbursement posting will be reconciled and verified against the total of all checks issued. Reviews and reconciles vendor billing statements to ensure accuracy of client charges before payment of invoices. Encumbers approved client shopping requests by processing per the Guardian Office Policies and Procedures Manual shopping procedures, the Guardian Accounting Program and Guardian Office Shopping Procedures. The correct encumbrance’s codes will be applied to the item. Reconciles all activity receipts attached to SI-536 requests to verify all monies requested are properly accounted for and all receipts and/or remaining monies are returned. Reviews all returned SI-536 requests for proper completion to established time frames according to the Guardian Office Policies and Procedures Manual, the Guardian Office Shopping Procedures and Guardian Office internal procedures. Posts and issues receipts for a considerable amount of money to each client account utilizing correct codes for all sources of money received, assuring client accounts are properly credited for all receipts. All postings will be posted to client accounts and to the Guardian Office control account according to the Guardian Accounting Program Procedures Manual, and the Guardian Office Policies and Procedures Manual. Prepares bank deposit with all checks, cash, and money orders according to the Guardian Accounting Program Procedures Manual, the Guardian Office Policies and Procedures Manual and the banking institution’s requirements. Verifies bank deposit equals Receipt Control Log and Receipts. Generates the computer programmed SI-306 Client Income and Assessment Report according to Guardian Accounting Program Procedures Manual and the Guardian Office Policies and Procedures Manual. All client accounts listed on the report will be reviewed for scheduled code changes, insertion of comments affecting specific accounts in order to provide complete accuracy for liability assessments purposes to meet the established submission schedule. Forwards the SI-306, Client Income and Assessment Report, to appropriate Facility Reimbursement Office for assessment. Obtains the assessed SI-536 Client Income and Assessment Report, within the prescribed time period from the Facility Reimbursement Office. Verifies the accuracy of each client’s assessed liability on the SI-306 Client Income and Assessment Report by calculating the monthly income received, the allowable personal use allowance and the monthly interest received to verify the correct assessment liability based on Chapter 4310, Client Liability Regulations. Encumbers assessments from the SI 306, Client Income and Assessment Report, prior to payment of current assessed amounts according to the Guardian Accounting Program Procedures Manual and the Guardian Office Policies and Procedures Manual. A complete monthly encumbered assessment listing will be prepared to verify outstanding pending assessed liabilities. Maintains Irrevocable Burial Accounts and/or Life Insurance policies in client demographics. Will be kept current by updating the information from burial account statements received from banks or life insurance companies. Maintains and monitors SI-536 file for which checks were issued for proper completion within established time frames according to the Guardian Office Policies and Procedures Manual. Will initiate follow-up memo(s) when receipts are not submitted to the Guardian Office within 48 hours. Verifies and reconciles all client benefits received by direct deposit by reviewing the direct deposit computer printout with the bank listing. Reconciles and records differences on Monthly Direct Deposit Reconciliation Form. Prepares bank order for monetary denominations needed to distribute cash and reconciles with total of CAWOs and check amount. Verifies bank order for monetary denominations requested and breaks down monetary denominations to clients/staff. Prepares Special Transactions for voided checks, bounced checks, interest, internal control account transfers, client account adjustments, and direct deposit adjustments according to the Guardian Accounting Program and Guardian Office Policies and Procedures Manual. The special transactions will record debit and credit entries and will identify the affected control ledgers by title, number, and amount and will have supporting computation tapes and/or hard copy posting printouts to substantiate the special transaction. Prepares Direct Deposit Forms for Guardian Officer approval according to the federal benefit issuing agency's procedures and requirements. Access on-line banking daily to obtain bank charges, verify deposits and identify any deposits unknown to the Guardian Office. Disburse checks/cash to clients/facility staff accurately recording information. Maintains Petty Cash Fund according to the Guardian Office Policies and Procedures Manual by screening withdrawal requests for appropriateness, assuring funds are available in the individual client account, preparing Petty Cash Voucher, encumbering the disbursement of petty cash on the individual client accounts, and disburses the funds to client/staff obtaining the necessary signatures. Secures completed consent forms for all clients with valuables and/or monies to be secured in the Guardian Office. Receipts all valuables received in the Guardian Office by verifying items received, obtains consent forms, completes the Patient/Valuable Receipt Log, files Patient/Valuable Receipt Log, and secures valuables in storage. Reviews Social Security recipient accounts (SSA & SSI) and reports changes/events that may affect benefit payments to the Social Security Administration in accordance with established federal regulations. Prorate earned interest to each client account per the Guardian Accounting Program and the Guardian Office Policies and Procedures Manual within the scheduled timeframe. The automated hard copy printout will be reviewed for verification of total of pro-rated amount and any remaining interest balance. Matches GAP Bank Reconciliation to bank statement; clears adjustments, checks and deposits according to the Guardian Accounting Program Procedures Manual. Prepares and reconciles Monthly Financial Reports, that includes Client Ledger Trial Balance, Financial Report, Fiscal Activities Report and statistical reports according to Guardian Office Policies and Procedures Manual and the Guardian Accounting Program Procedures Manual and established time frames. Closes all end of month fiscal activity after final verification and accuracy of all monthly reports. Calculates and prepares annual accountings for submission to the county court for legal guardian clients reporting all assets, income and disbursement transactions for the accounting period of one year. Assists clients annually in the filing of tax returns. Reviews documentation and submits to tax preparer. Prepares any required documents necessary for payment of any tax liability. Processes any tax refunds. Maintains daily census by reviewing the facility census sheet for new admissions, readmissions, discharges, deaths, and transfers of client to properly maintain current client population status. Creates and updates client demographics as per the Guardian Accounting Program Procedures Manual. Update client demographics utilizing the Guardian Accounting Program to update information including benefit claim numbers and guardianship appointment dates. Compiles financial information and prepares the financial pages of the Petition for Guardianship Appointments and forward to the Vecchione Coordinator (Facility staff member assigned by facility administration). Prepares the petition for discharge to the county court for all legal guardian clients discharged from the facility and forwards directly to the legal office. Maintains detailed inventory of client purchases/property. Information recorded includes item description, date purchased, check number and amount. Conducts routine spot checks on client property when instructed by the Guardian Officer. Log client workshop earnings and applicable taxes on Excel spread sheet. Workshop earning are logged and compared with information recorded by the Facility Reimbursement Office to ensure the accuracy of each client’s assessed liability. Report client(s) wage income monthly to the Social Security Administration to ensure compliance of benefit issuing agency regulations. Notifies benefit issuing agencies and when appropriate, banking institutions, regarding change in client living status, i.e., discharges, deaths and transfers. Types petitions, annual accountings, reports and/or correspondence within established deadlines and according to the Guardian Office style and format. Monitors and maintains Competency Review Control system by advising and assisting the Vecchione Petition coordinator of new benefits and changes in order to meet the established time frames in accordance with the Guardian Office Procedures Manual and the Vecchione Court Order. Maintains an approved filing system by filing chronologically and by subject matter in client files. Maintains an approved filing system for all admissions, readmissions and discharged clients. Opens, date stamps, sorts and distributes all incoming mail in accordance with Guardian Office Procedures Manual to ensure all mail receives timely and appropriate attention. Handles routine inquires via telephone or over the counter; screens inquiries regarding client’s funds; and/or routes inquires to appropriate staff to ensure prompt, courteous attention. Assist in all work-related areas and assumes alternate staff duties and special related duties to alleviate any temporary work imbalances and assists in on-the-job training for new staff. Work may be assigned from other facilities by the Guardian Officer upon request of the Area Manager. Travel may be required to other sites to complete assigned duties. Travel to and from bank to perform all related business to manage client funds as required. Travels to and attends regional area and/or statewide meetings and/or required training scheduled by the Guardianship Programs Section Manager and/or Area Manager and will attend in-services scheduled for the facility as mandated by the Department of Human Services. Travel as needed and performs related work as required. For new employees hired after 06/07/2010 the use of employee’s personally owned vehicle may be required for business related travel. Complies with facility and DHS Policy and Procedure by adhering to annual and sick leave usage, equal employment opportunity and all safety in-services and programs in order to provide a good effective and efficient service. |
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. General supervision is received on a daily basis; employee will consult with supervisor on any unusual problems. Employee works independently in performing the daily duties but must work as a team player in the daily operations of the office. |
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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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