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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00026073 |
Description Activated On: 1/28/2026 8:59:17 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 in the Accounts Payable Department functions within the realm of hospital accounting administration, whereby the incumbent will assist the Facility Financial Manager. The person occupying this position must be able to exercise independent judgement and possess a working knowledge of the rules and standards of bookkeeping. Performs bookkeeping duties in recording, reviewing and processing financial records and documents. A working knowledge of Purchase Orders and Purchasing Contracts is also needed. This position evaluates the Accounting Departments's objectives, which are to record all commitments and expenditure documents, budget controls and all other fiscal matters in accordance with generally accepted accounting principles, which are part of the overall hospital program. |
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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. This position is responsible for processing encumbered and direct charge invoices received by the facility. Responsibilities include but are not limited to auditing and analyzing vendor invoices and all pertinent data/documentation in order to provide timely financial reimbursement to vendors for goods/services provided this facility as well as other entities housed on these grounds. Reviews Comptroller Office workflow postings of blocked/rejected vendor invoices and/or credit memos. Conducts extensive research into determining the cause of the action and prepares necessary corrective action. This audit process involves any or all of the following: contacting vendors regarding pricing problems, credits needed for rejected/returned items, or any other related issue; contacting in-house contract monitors for confirmation of goods/services received as well as GR input in SAP; contacts Comptroller Office Exceptions Unit for problems involving incorrect posting of invoices by Comptroller Office Invoice Processors. Accountable for the accurate numerical computations involved in assuring the accuracy of accounting documents received from vendors to ensure proper disbursement of funds. Posting and proving financial documents for ledger balances before documents are submitted to the Comptroller's Office for payment. Payment information is tracked in the SAP system. Serves as SAP liaison and provides guidance/training to those persons responsible for receiving goods/services in the SAP system. Enters the goods receipts for goods/services received when the responsible party is not able, or not mapped to the system, in order to receive these items in the system. Maintains daily contact with the facility Purchasing Agents, Storekeeper, Food Service and Dept. Directors, as well as the Comptroller's Office to identify and resolve any problems relating to the processing of accounting documents. Monitors Purchase Order balances, consults contract monitors and informs the Purchasing Agent and the Facility Financial Manager when an amendment to a Purchase Order is needed to either increase and/or decrease the purchase order. Posts changes to Purchase Orders when amendments are approved. Assist the Facility Financial Manager in preparing the institution's monthly budget update, annual Medicare report and other fiscal reports by providing cost information relative to various expenses. Posts pharmaceutical goods receipts to the SAP system. Responsible for preparation of Bank deposits for Revenue Augmentation and Refund of Expenditures. Completes the funds sweep process in the Wells Fargo Bank system for funds deposited. Shares responsibility for reconciling VAS and Donated Funds checking accounts with Accounts Payable coworker. Responsible to report any discrepancies to the Facility Financial Manager and must follow-up to ensure corrective action has taken place. Prepares a report monthly for the FFM. Estimates increases and/or decreases needed to the contracts, informs the Financial Manager of expenditure adjustments that can be made to the existing contract. Contact contract monitors when expenditures are close to exhausting the available funds so amendments can be submitted and approved. Keeps in constant contact with the Comptroller's Office to ensure goods receipts are completed and the disbursement of funds are accurate. Answer inquiries and provide documents to Auditors from the Attorney General's Office or others empowered to receive the information. Responsible for professional communication skills in preparing e-mails to vendors and staff and miscellaneous correspondence. Maintains filing system by updating/reorganizing/purging in order to facilitate efficient retrieval of information. Operates office equipment such as personal computer, calculator, copy machine, fax machine and typewriter. Serves as back up for Accounts Payable co-worker as necessary. Completes related duties such as special projects as assigned by Facility Financial Manager. |
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 whenever 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: General bookkeeping, excel, and accounts payable is a plus and will only help the incumbent in this position. 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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