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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00020153 |
Description Activated On: 3/9/2026 3:28:04 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 incumbent in this position acts as assistant to the Facility Financial Manager (FFM), performing special/confidential tasks directly related to the FFM's functions. The employee carries out these functions under the supervision of the FFM. Is responsible for processing all payroll information, processing SAP/Kronos material for time and attendance, processing and distributing monetary reimbursements issued through the Payroll Office, manages special funds accounts and assists with travel requests. This unit processes payroll, timekeeping and SAP reports for the total complement of Danville State Hospital. Posts to Pharmacy Inventory program and coordinates inventories. |
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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. Plan and organize work within the Payroll/Timekeeping Office by prioritizing work and auditing payroll, in order to ensure the timely and accurate submission of leave and Payroll reports. Train/assist staff from other departments with Kronos. Train/assist supervisors in monitoring their staff's time in Kronos. Review input by staff and ensure accurate entry of employee information into Kronos and SAP. Review SAP CAT screens for input of time without pay, overtime, shift differential, holiday payment and leave usage in compliance with Dept. of Human Services (DHS) manual. Monitor transactions for accuracy and compliance in order to provide timely and accurate payments and leave statements to Danville State Hospital staff. As Time Advisor serve as resource person for inquiries about procedures in Kronos system. Research discrepancies between time/attendance or usage as presented by the employee verses information posted in the Kronos or SAP system. Upon reviewing problem, resolution is reached by either providing corrective instruction to staff to input information, or if necessary, initiate corrective action in the system in order to ensure accurate information in employees’ time and attendance records. Review overtime in Kronos daily for accuracy. Operate SAP/Kronos systems for processing leave transactions and payouts in order to provide timely/accurate payments and leave information to Danville State Hospital staff and resigned employees. Maintain general office and Time and Attendance filing systems; perform related clerical tasks by purging files; type assigned correspondence; answer telephone, take messages, and provide courteous communication with employees and general public. Analyze individual employee's records and audit against various SAP reports – Time Evaluation Message (Error Report) for accuracy and take corrective action as needed. Monitor Holiday leave usage input either via SAP or Kronos in order to maintain accurate employees’ records according to DSH and DHS Policy and Procedures. Manage the Special Funds Accounts (VAS, Donated Funds) by depositing funds and processing payment of invoices; type checks for payment of invoices; obtain appropriate signatures and documentation in order to comply with DHS manual and DSH policy and procedures. Make employee hotel reservations thru AdTrav as needed. Perform spot checks of fixed assets under $5,000 for property control purposes and update location, etc. in database. Audit monthly the Accounting Petty Cash, Bingo Fund, and VAS Check Cashing Fund for accuracy of transactions and verification of fund balance. Inputs pharmaceutical receipts and disbursements into inventory database. Provides reporting via same database. Perform Pharmacy inventory spotchecks as directed for verification of recorded quantity on hand. Discrepancies are reported to the Facility Financial Manager for adjustment to inventory. Compile information and prepare reports for Budget and Cost Reports by maintaining cumulative ledgers regarding costs in order to present accurate information to the FFM monthly/yearly regarding these costs. Assists the Facility Financial Manager (FFM), performing special/confidential tasks directly related to the FFM's functions. The employee carries out these functions under the supervision of the FFM. Process incoming mail and distribute to various staff for processing of credit card invoices, encumbered document invoices or timekeeping tasks. Perform duties and complete projects as directed by the FFM in order to provide flexibility in the completion of new or non-routine assignments. Utilize bookkeeping principles and practices. Apply/use modern office practices and equipment. Operate typewriter, computer and copy machine in order to complete assigned duties. Some knowledge of accounting principles and methods. |
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. Most decisions are made independently. Meetings and discussions are held with the Facility Financial Manager as needed but at least weekly. |
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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: Operates typewriter, computer, and various copy machines in order to perform assigned duties. 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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