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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00032780 |
Description Activated On: 3/26/2026 4:21:32 PM |
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. Independently performs advanced paraprofessional fiscal administration work in support of the agency's budget/fiscal operations. This position is responsible for review of all invoices submitted by vendors and consultants for accuracy against issued purchase orders (POs) and makes adjustments as circumstances dictate in keeping with Commonwealth policies and procedures prior to submitting invoices to the Comptroller. Provides fiscal consultation to the program offices regarding research and support on generated POs. Serves as Back Up Agency Purchasing Card (P-Card) Coordinator. |
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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. As Back Up Coordinator, the incumbent is responsible for coordinating the P-Card Program for the Agency, maintaining cardholder accounts, providing training and guidance on p-card usage, and keeping cardholders, cardholder supervisors, and other fiscal staff advised in all matters concerning the use of the p-card. Serves as the liaison between the cardholders, US Bank, Office of the Budget, Comptroller, and Treasury. Determines accuracy of information and compliance with rules and regulations regarding the p-card. Responsible for ensuring all p-card transactions are coded in US Bank prior to the due date. reconciles monthly US Bank statements and randomly audits submitted statements. Obtains, assembles, reviews, and submits supporting documentation for comptroller p-card audit requests. Reviews, analyzes, and processes adjustments as needed to correct p-card postings. Updates valid coding in US Bank interface as needed. Maintains p-card records in accordance with Commonwealth retention policies. Independently audits invoices and packing slips for conformance with the corresponding purchasing document. Obtains approval and Posts goods receipts to approve payment of purchase order invoices. Maintains record of payments on open purchase orders and open contracts. Monitors workflow for purchase order and non-purchase order invoice processing. Resolves invoice discrepancies to allow for timely payment. Independently examines, validates, and processes non-purchase order invoices either via the p-card process or by completing entries for payment by check or direct deposit. Independently reviews utility expenditures and processes adjustments as needed. Maintains coding workbook to ensure utility payments are charged out to appropriate funding sources. Provides reports on utility usage for use in monthly budget reports/projections. Works with the Telecommunications Division to update and maintain wireless (phone, hot spot, tablet, etc.) account information. Maintains wireless coding. Serves as primary contact and liaison between vendors, procurement, agency personnel, and comptroller personnel for any inaccuracies, discrepancies, and/or unresolved problems with regards to payment. Provides guidance to vendors and comptroller on invoice processing to allow for timely and correct processing. Establishes and maintains effective working relationships with vendors. Maintains knowledge of agency coding structure. Works with other fiscal staff to maintain listing of general ledger codes. Prepares appropriate SAP transactions to transfer expenditures between programs and expenditure objects to meet agency operational requirements. Maintains expenditure and budgetary control accounts and prepares reports relating to account and fiscal status. Compiles fiscal information for use in fiscal projections and in the budget/rebudget preparation and submission. Runs and analyzes Open Commitment and ZMR11 reports to compare expenditures and open commitments. Provides guidance to Procurement to adjust purchase orders for closeout and/or fiscal year changeover. Ensures purchase orders are liquidated and/or updated in accordance with MD 310.3 (Encumbering and Lapsing of Appropriations). Analyzes forms, correspondence, audit reports, and records to determine completeness, accuracy of information and compliance with rules and regulations. Provides guidance on p-card use and the processing of goods receipts, invoices, non-po payments, and checks. Serves as backup for processing checks received by the Agency. Maintains electronic desk manual for position. Attends training and meetings relating to fiscal programs and procedures. Responsible for completing mandatory FEMA Independent Study Courses as requested. IS-100 Introduction to ICS IS-700 Introduction to NIMS IS-800 National Response Framework IS 2200 – Basic EOC Functions (online) Perform related duties as required. A person in this position may be eligible for telework. NOTATION OF SCHEDULE: During an emergency, employee may be required to work 12-hour shifts. Employee may have their work schedule and/or hours changed or modified based on the emergency and assignment needs. Except for emergencies, changes to schedules and work hours will be provided at least two weeks in advance. EMERGENCY ASSIGNMENT This employee is an Essential Worker. Performs tasks to be assigned during periods of emergencies. Such tasks may differ from normal day-to-day routine. These emergency assignments are, at times, received with little or no advance notice and may last for any period of time ranging from a few hours to several weeks or more, depending on the nature of the circumstance. The emergency assignments are sometimes performed under adverse (less than favorable) conditions and may require travel to a disaster site for short or extended periods of time. This position performs operational assignments as required during actual emergencies. Position may serve in the Commonwealth Response Coordination Center and must be available to work outside of the normal work hours, to include weekends and overnights, when activated. |
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. Position responsibilities and duties are carried out in accordance with established Commonwealth and agency policies, practices and procedures. |
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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. 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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