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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00025547 |
Description Activated On: 2/19/2026 7:00:12 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 position that requires the application of moderately complex accounting principles and practices in accordance with Department Policies and Procedures. |
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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. Forwards invoices received to the Comptroller’s Office. Receives invoices via Employee Self-Service (ESS) Portal. Determines appropriate payment method for processing through SAP. Invoices would include but not be limited to: 1.) Funds Commitment 2.) Direct Expenditure and 3.) Cash Advance. Processes payments of Non-Purchase Order invoices through ESS-Workflow, obtains workflow verification approval from a designated Level 1 Approver. January of each year, files paperwork for State Tax Refund of all applicable fuel purchases. Serves as back up to RPC, Runs FM Budgetary Review Detail for 63* and 61* every morning. Logs the figures onto the excel spreadsheet marked “Funds – Jason” for County Manager. If there is a discrepancy (funds used or received), research by running Business Warehouse reports. Open Commitment Report and Funds Management Balances will show where funds were spent. Find discrepancy and log in the notes section of the spreadsheet. P-Card Transactions/Access Online – Garage Clerk will type the OS-532 for each transaction and emails the pdf form to the accounting assistant. Coding is checked for accuracy (SAP-IW33 transaction to make sure it is a valid work order, vehicle number, county) and the form is saved in the designated file on the L-Drive. Garage Clerk brings the actual receipt to the accounting assistant and is scanned to match up with OS-532 (receipt is also checked for accuracy i.e.: date stamped and signed, vehicle and log number noted, amounts – no sales tax charged). The Access Online system is checked on a daily basis. When the transactions are posted to the system, the matching transaction is coded in Access Online with log number, work order, GL account, cost center, part number and description of part on each line item for each purchase. At the end of the billing cycle, downloads the monthly statement for each P-Cardholder. Reconciles the purchase packages to the statement. Note on each statement the log numbers of each transaction. Reconciles the OS-531 Log for each P-Cardholder. Fills out the OS-534 for each P-Cardholder and forwards to them for review/signatures. OS-534 also goes to the Reviewer for same. All transaction packages, statement, OS-531, OS-534 gets downloaded on the District Purchasing SharePoint (all within the 10-day period). After transactions interface from Access Online to SAP, Y_DC1_32000447 – PCARS Expense report is pulled (around the 20th/21st of each month to check all transactions for the previous month. If a transaction is posted to Fayette’s account, in error, an FV50 is done in SAP to correct coding. First, research the transaction in Access Online to see who made the purchase. Contact the employee to see if this is a typo or if Fayette County’s equipment was repaired. If this this an error, get the valid work order number and park the FV50 to move the costs from Fayette County to correct County. Track and make sure FV50 posts and the costs are removed. Answers requests for CRPS (Contractor Responsibility Program Systems) checks when required. Equipment Manager will request for Highway Equipment Parts and Repairs over a certain dollar amount. CRPS are also requirement when a vendor has obligations with another State agency ALL of their invoices get blocked for payment. Serves as Press release back-up News Release. After processing payments, create a new line item to the fund’s commitment, process SAP-8 to move existing funds and add funding for next year’s agreement. Serves as back up to Garage Cler to reconcile fuel invoices. Reconciles Fuelman fuel invoices prior to processing for payment. Upon receipt of invoice, matches each receipt(s) to the appropriate transaction on the invoice. In the event that a receipt(s) cannot be located, prepares an “Outstanding Fuelman Receipt” report and forwards report to the Equip. Mgr. and the Garage Clerk to obtain appropriate receipt(s) from drivers. After reconciliation, Incumbent signs-off and follows the appropriate payment procedure for the invoice(s), ensuring processed within ten days of receipt. Serves as back-up to Garage Clerk. Responsible for running the Rented Equipment Payments Report (through PO) through TSO each Wednesday after close of the pay period. Upon receipt of invoice(s), compares the report against the vendor’s invoice, check-off list and payroll to ensure all documents match (i.e., dates, hours, agreement number, etc.). Compares the “Rented Equipment Tracking” record(s) against the “Funds Commitment” in SAP and the Excel “Record of Payment” document to ensure accuracy. Processes Winter Municipal Agreements, creating and submission of Funds Commitments (SAP-7) for new agreements, preparation and submission of funding adjustments (SAP-8) to existing agreements, and processing of payment(s) through the FB60 transaction upon posting of all applicable documents in SAP. Prepares and submits documents/transactions necessary due to a “Severe Winter”. Processes payment through SAP for ice purchases made by Highway Foremen/Acting Highway Foreman from May 1 through October 31. Upon receipt of new Contract Purchase Order for material (i.e., Aggregates, Anti-Skid, etc.), creates Record of Delivery/Record of Payment document utilizing “Excel” spreadsheet, determining the Funds Commitment number for all Contract Purchase Orders over $3,000.00 by utilizing SAP Earmarked Funds Journal Report (S_P99_41000147-RFFMRE10) and researching report to obtain/document appropriate Funds Commitment number(s). Reviews delivery slips for appropriate information, prepare “calculator tape” for each batch of delivery slips, posts delivery information on appropriate Contract Purchase Order document, prepares and forwards an “R1” to Stock Clerk for input. Analyzes Delivery/Payment for Contract Purchase Orders for all other commodities and creates Excel Record of Delivery/Record of Payment document for tracking purposes. Functions as a “Reconciler” for all Purchasing Cardholder VISA Monthly Memo Statements as outlined in Section 7 of the Purchasing Card Manual. Ensures statements are reconciled within five calendar days after receipt. Upon receiving VISA Purchasing Card Audit memo(s), forwards documentation to the Comptroller’s Office within five business days of the date of the memo. Responsible for running the MR11-Good Receipt/Invoice Receipt Clearing Account each Monday morning and distributing report. Items appearing on report indicate a discrepancy in SAP whereby a three-way match has not occurred. Either a “Goods Receipt” (GR) has been entered without an “Invoice Receipt” (IR) (blocked in SAP); an IR has been entered without a GR (blocked in SAP); or an IR exists greater than a GR (Blocked in SAP). As the “Invoice Reconciler”, ensures action is taken by appropriate individual. Responsible for running the ZMRBR-Blocked Invoice Report each morning and distributing report. Items appearing on report indicate Central Office has received an invoice for which a “Goods Receipt” does not exist. As the “Invoice Reconciler”, ensures input of “Goods Receipt” is taken by the Stock Clerk. Responsible for preparation, processing, and submission of all Change Order To Contract Purchase Order Forms (STD-180) and Adjust SAP Funds Commitment/Reservation Forms (SAP-8) for changes made to Contract Purchase Orders, i.e., Rented Equipment Hours, etc. Upon approval of Change Order, records changes to all documents as necessary, (i.e. Rented Equipment Tracking Record, etc.). Reviews Funds Commitment balances to determine need for reallocating funds from one fiscal year to another. Prepares, processes, and submits Funding Adjustments. Reviews budget reports, takes appropriate action and/or documents status of existing funds. Attends quarterly budget meetings. Conclusion of meeting initiates any additional action. Completes/returns Tax Exemption Certificates. Reviews vendor statements for outstanding invoices or discrepancies. If discrepancy noted, takes necessary action. End of fiscal year, transfers existing files to storage for retention. Coordinates ordering of office forms and supplies with the District’s Purchasing Agent(s), ensures receipt of all requested items, stocks items in appropriate locations, maintains forms and supplies cupboards in an orderly fashion, and supplies requested forms/supplies to employees upon request. Shares responsibility with clerical staff for answering telephone calls, forwards call to requested party, provides information, receives complaints, completes “Customer Care Center” form, forwards CCC to Clerk 2; answering lobby doorbell; obtaining employee call-offs and messages from answering service; Completes “Daily Call-Off Log” and distributes; transferring appropriate phone line to Uniontown Telephone Answering Service at close of business; obtain and distribute fax documents received throughout the day. Follows proper attendance/call off procedures; schedules non-emergency absences in advance; observes start/stop times, breaks, and mealtimes; works efficiently and effectively alone and with others; is available for overtime emergency responses particularly during winter maintenance operations; minimizes non-productive and down time for self and crew; and observes and works in accordance with the Dept. of Trans. Work Rules. Implements the environmental protection requirements of maintenance work activities performed by the employee. Fulfills the environmental management requirements designated for this position in environmental training programs. Recognizes everyone is involved in the District’s and County’s actions to demonstrate sound environmental practices and fulfills the maintenance unit business plan objectives related to SEMP. Supports the efforts of employees to meet objectives. Attends training designated in the SEMP Manual. Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Performs other related duties as required. Safety: 1. Access your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. Succession Planning: Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Fair Labor Standards Act (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0 hour day |
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. The incumbent makes independent decisions in accordance with Department Policies and Procedures in the performance of duties associated with Accounts Payable, Budget, Finance, etc. Skill in the operation of various computer applications must be exercised to produce desired results. |
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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. N/A 5. N/A 6. N/A |
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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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