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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00025615 |
Description Activated On: 4/24/2026 10:05:27 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. The duties and responsibilities of the position will be split (when necessary) between the Accounting unit and the Purchasing unit as needed. In the Accounting unit, the individual will perform some specific activities, duties and responsibilities. Work involves a variety of advanced clerical-accounting work and application of bookkeeping. If and when necessary, in the Purchasing unit, the individual will assist the Purchasing Agent in procuring goods and services. |
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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. Under the direction of the Facility Financial Manager, the individual in this position will be responsible for maintaining the Purchasing Card Program and inputting advancement account invoices and printing advancement account checks. The individual will follow GAAP & OHS Manual Sections 7021.5 & 7031.7 along with hospital policies/procedures and the Comptroller's Visa Purchasing Card manual and will comply with these accurately and within timeframes specified by OHS and Torrance State Hospital. Performs general accounting functions such as verification of invoices, preparation of checks and distribution of checks, receipt and deposit of sales remittances, journal entries, and preparation of monthly reports. Follows up on all discrepancies and responds to inquiries and requests for information. Audits all documents for correctness and takes advantage of discounts. Codes and processes, verifies signatory approval, and inputs data of invoices into SAP where it is posted. When necessary, initiates stop payments and invoice reversals. Reviews vendor invoices for proper documentation and information contained, referred for signature where required and sent to DHS Comptroller for payment. Contract payment and balances will be tracked and liquidations will be monitored. Takes appropriate action to resolve vendor/payment problems on any invoice. Notifies storekeeper of closed orders as appropriate. Provides training (along with the Purchasing Agent) to all new purchasing cardholders. Inputs correct general ledger codes and cost center codes in the US Bank Purchasing card program. Keeps a database log showing status of all Mastercard orders. Audits all documents for correctness with receiving report, cost coding, and proper invoicing. Retains a file of all orders pending their appearance on the monthly statement. Reconciles Purchasing Card monthly statements comparing actual purchases/refunds to items on the statement. Resolves problems with vendors/bank/cardholders. Prepares cost code distribution request for all purchases orders closed on the monthly card statement using Excel spreadsheets. Responds to audit requests from DHS Procurement and Comptroller's Office. Maintains complete filing system of official visa purchasing card reconcilement records for 7 years. Tracks and audits petty cash account and prepares checks as needed to maintain the stipulated balance. Performs advanced bookkeeping duties to include recording, reviewing, processing and controlling financial reports. Deposits revenue and posts into SAP. Sweeps funds to Treasury's Concentration Account at Wells Fargo. Verifies and reconciles amounts swept. Responsible for posting data to ledger accounts using subsidiary reports and papers. Information will then be used to prepare financial reports. Prepares a variety of management reports as requested. Additional duties include maintenance of special accounts and inventory, as well as, processing various documents related to contract and purchase orders. Assist employees of Torrance State Hospital with entering their travel expense vouchers into SAP My Workplace in accordance with DHS Regulations. Maintains a file of vouchers submitted for payment. Processes hotel/transportation orders and maintains a ledger of orders processed. Assures all vouchers are signed and accounted for. Teaches employees of Torrance State Hospital on the use of SAP My Workplace for Travel Reimbursement. Maintains database and SAP for Fixed Asset items including item description, room location, asset life and in-service date. Updates database and SAP as needed. Processes necessary documents involved in the payment for merchandise and services received on encumbered documents. Correlates purchase documents with related receiving reports/invoices/certificates etc. Audits information from orders/invoices/receiving reports for accuracy/completeness/proper documentation. Initiates corrective action for discrepancies by submitting appropriate paperwork or contacting vendors/Purchasing Department. Reviews invoices for discounts/credits/approval signatures/small business concerns. Invoices are marked as specified by DHS Administrative Manual. After all data is checked and is correct, it is prepared, correlated and submitted to PHHS Comptroller's Office. Orders are processed and posted by PHHS Comptroller's Office. SAP FBLIN command is checked periodically for payment document information. Prepares/audits/maintains ledgers and files for every order/service received at the hospital as stipulated by DHS Administrative Manual. All documents relating to Purchase Requisitions, General Purchase, Miscellaneous Encumbrance, Service Purchase Contract, Supplies & Forms are filed accordingly and monitored. Receives/date stamps incoming documents pertaining to services/purchases. Answers vendor questions as to status on payment of invoices. Analyzes monthly statements from vendors on outstanding invoices. Researches invoices as to status of payment. Initiates corrective action, if applicable. Periodically audits open order files for any problems. Completes information on contract balances for the Facility Financial Manager's (FFM) monthly budget. Reviews report of Open Encumbrances for Accountant, providing information as to outstanding invoices etc... Schedules/conducts monthly spot-checks of warehouse areas along with Storeroom personnel on minimum of 50 items per area. Compares physical count with the SAP inventory reports and researches discrepancies; then posts spot-check count to SAP. Reports any discrepancies to supervisor. Knowledgeable in the functions for the following computer systems: SAP, MAPPER, Microsoft Office products and other Accounting reports/programs used within the office. This position is cross-trained with any non-supervisory inventory management duties and is assigned as back-up when the regular fiscal person is scheduled off. Applies knowledge of DHS Administrative Rules and Regulations, and various union contracts. Maintains the Store's Inventory/Control section of the Accounting Department where employee uses attention to detail, accuracy, and the implementation of many different and changing rules and regulations daily. Responsible for maintaining a computerized inventory control system for approximately 2,500 commodities. Posts entries to the Stores ledger by debiting receipts and crediting issues from the daily receiving reports and internal stores requisitions. Coordinates annual physical inventory count of all stores items within the hospital's five storeroom areas. Completes the annual physical inventory count of Stores and makes necessary adjustments using a personal computer. Forwards the physical inventory and book reconciliation to the FFM for verification and signature. Conducts monthly spot-checks of the Pharmacy along with Pharmacy personnel of a minimum of 50 items non-control and all controlled drugs. Compares physical count with Access database inventory and researches discrepancies. Maintains database for Property Control items including item description, room location. Update database as needed. If necessary all positions within the Accounting Department are responsible for a combined total of 4 hours per week (more or less hours as agreed upon by the Purchasing Agent, FFM, and Chief Operating Officer) clerical support given to the Purchasing Department. These duties are assigned by the Purchasing Agent with a work schedule as agreed upon by the Purchasing Agent and the FFM. |
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. Work is performed with considerable independence and little review; however, changes in operational standards, procedures and work policies are discussed in detail with the supervisor prior to implementation. |
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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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