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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00043511 |
Description Activated On: 5/19/2026 8:13:51 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 is within the Bureau of Fiscal Management Finance Division’s Accounts Payable Section. Is responsible for the review of Accounts Payable transactions and reconciliation of invoices. Provides invoice payment support to numerous organizations within the Department. Prepares and submits the FHWA 500 series reports to the Federal Highway Administration |
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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. Performs a variety of highly technical, analytical, data entry, typing, clerical, and administrative tasks for the Accounts Payable (A/P) unit of the Finance Division. Performs Cash Advancement accounting functions and invoice processing for Non-PO purchases. Serve as Agency PO Line-Item Invoice Reconciler for assigned central office organizations and works with purchasers, receivers, and vendors to resolve discrepancies to facilitate vendor payment. Processes invoices in a timely and efficient manner. Research vendor statements to respond to inquiries regarding payment status. Resolves invoice discrepancies directly with vendor. Assists AP unit supervisor in developing a process to resolve problem invoices in a timely manner. Provides assistance to the Districts in resolving GR/IR clearing issues. Participate in the implementation of new Commonwealth invoice processes and policy. Prepare, analyze, and after review submit the FHWA 500 series reports to the Federal Highway Administration. Analyze the Finance Division Continuous Improvement process, including evaluation of standard reports data to make the reports more accurate on a functional level. Approves SRM shopping carts for Central Office Bureaus at the second level. Prepares and analyze various monthly reports. Develop a comprehensive understanding of the Procurement process and communicate suggestions to improve operational efficiency. Receives calls and emails through the Invoice Reconciliation resource account, and determines appropriate action and resolution. Provides technical advice to PennDOT field operations and suppliers related to invoice payment. Create and update EUP's, training materials, and job aids as needed. Serves as the Department’s liaison with the Office of Comptroller Operations and the Bureau of Integrated Enterprise System (IES) related to invoice processing and reconciliation issues. Safety: Assess your environment and be responsible for your safety, the safety of co-workers, and the public. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. Immediately report to your supervisor any incident, unsafe practice, or near miss. 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. Other Duties: 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 |
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. Prepare, analyze, and after review submit the FHWA 500 series reports to the Federal Highway Administration. Performs Cash Advancement accounting functions, invoice processing for non-SAP purchases. Serves as Agency PO Line-Item Invoice Reconciler for assigned central office organizations. Reviews non-SAP PO invoices and compares with receiving information and purchase information to justify items billed against those received and to verify accuracy of pricing and accounting codes and assign appropriate codes where not provided. Resolves invoice discrepancies with Purchasers, Receivers, Comptroller Operations, and vendors. |
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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: Proficient in Excel and Word 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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