|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00020880 |
Description Activated On: 2/27/2026 9:55:43 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. Under the supervision of the Administrative Officer 4, provides a broad range of fiscal and clerical support duties for the Business Division. |
|
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. During the fiscal year, conducts by cost center, random spot verification checks from items contained on the Accounting Department generated Center Asset Inventory and Equipment Lists. Assist Purchasing Agents with the reconciliation of their monthly Purchasing Card statements. Assigned as a P-Card holder for the procurement of materials and services from approved Agency Purchase Requests. Cardholder is responsible for completing and maintaining required paperwork/transaction logs. Resolves problems as required with vendors for orders placed. Reconcile the monthly statement and obtain supervisor and Institutional Business Manager sign off. Provide HGAC Accounting office documentation of all P-Card purchases. Respond to audit or additional information requests from L&I Administrative Services, Comptroller, or Treasury regarding P-Card purchases. Request from vendors at time of order applicable Material Safety Data Sheets (MSDS) for the products(s) purchased. Update and maintain Contracted Services, Purchase Order, Leased Copier, Tenant Lease, and P-Card APR spreadsheets. Performs quarterly Safety and Health Inspections for the Business Department wing. Coordinates the operation of the Center record storage area for organizational purposes according to the record retention policy. Prepare internal stores requisitions to replenish materials consumed by the Business Department Wing. Prepare Agency Purchase Requests for materials or services required for the Institutional Business Management Cost Center. Ensures that approved Agency Purchase Request are routed to the Accountant for Cost Center and General Ledger number assignment/review. Returns approved Agency Purchase Requests to the other Center Divisions as assigned by the Purchasing Agents for procurement by their respective Purchasing Card holder. Log entries into Purchasing Card APR spreadsheet. Work in Storeroom one to two days a week to assist Storekeeper/Stock Clerk with Good Receipts and inventory management paperwork. Operate a variety of office equipment, but not limited to personal computer, copier with e-fax, calculator, scanner, and typewriter. Provide back-up support for other departments within the divisions. Prepare and maintain the Cash Receipt Ledger, when necessary. Duties include WIOA complaint and Pre-ETS related services. Coordinate special projects as assigned. Perform other related functions as assigned. |
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. Independently performs work assignments with oversight by supervisor at regular intervals to ensure accuracy and completeness and compliance with fiscal and procurement policy and guidelines. |
||||||||||||||||||||
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 |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|