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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00050035 |
Description Activated On: 1/13/2026 10:47:48 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 provides clerical/accounting work in both the Inmate Section and General Fund Section of the Business Office with the responsibility to enforce policies and procedures for the collection of inmate debt and the reconciling of blocked invoices in excess of $1,500 via the SAP system. |
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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. 25% Creates sub-accounts in inmate's data files based on information provided by the county in accordance with department policy. Generate a debt collection notice for completed court orders and forward a copy to inmate to document due process. Post received ACT 85 cash slips and payment receipts on inmate's accounts in IOCMS. Create sub-accounts for child support, federal/state filing fees, and institution fines. 25% Process various approved cash slips for funds withdrawn from inmate's accounts by first deducting requested amounts and then preparing checks payable to vendors specified on the cash slip. Post bulk transaction to Gravity. 25% Reconciles rejected and blocked invoices utilizing SAP system to research blocked invoices and reconcile discrepancies. This involves reviewing vendor invoices and goods receipts against purchase documents. 10% Consults with Fiscal Management Specialist, Business Manager, outside vendors, storeroom, purchasing staff, and Comptroller's Office to resolve all discrepancies. 5% Responds verbally or in writing to all invoicing questions from the Comptroller's office. 5% Reviews all commitments on a quarterly basis to liquidate open balances or determine if goods or services are still needed based on initial purchase order estimates. 5% Performs other related duties as assigned. Essential Functions: 1.Perform mathematical computations 2.Review and analyze information 3.Prepare correspondence. 4.Effectively communicate verbally and in writing 5.Establish and maintain effective working relationships 6.Operate basic office equipment including calculator. 7.Utilize automated computer applications. 8.Interpret Commonwealth and Department policies. 9.Maintain regular and reliable attendance. 10.Attend and participate in all mandatory training and/or testing 11.Work overtime in compliance with provisions of the Collective Bargaining Agreement 12.Be mobile over all types of physical surfaces and levels (in an institutional setting) 13.Be visually observant of environment (in an institutional setting) 14.Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet) [in an institutional setting] |
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. Performs job duties fairly independently. Inmate documents submitted are reviewed for conformity to Department and Institution policy and returned if not conforming to policy. Through analysis determines amount of increase, decrease or liquidation on all General Fund documents. Difficult technical problems or questions are referred to the Supervisor with recommendations for action. Supervisor reviews work periodically. |
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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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