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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00028466 |
Description Activated On: 5/29/2026 7:52:06 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 involving the gathering, classification, analysis, and reporting of financial and statistical data in the Accounting Department of Torrance State Hospital (a Commonwealth owned psychiatric hospital). |
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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 DHS, 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 & Admin Policy - Advancement Account Procedures, along with hospital policies/procedures and the Comptroller's Purchasing Card manual and will comply with these accurately and within timeframes specified by DHS 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 MS Works Purchasing card program. Keeps a database log showing status of all purchase card 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 purchasing card reconcilement records for 7 years. Tracks and audits petty cash account and prepares checks as needed to maintain the stipulated balance. Additional duties include maintenance of special accounts and inventory as wells as process various documents related to contract and purchase orders. |
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. Receives general directions for routine duties and responsibilities from the Facility Financial Manager DHS. Specific guidance, meetings and demonstrations are provided for non-routine duties or special assignments. Work is reviewed upon completion for adherence to established performance standards 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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