Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00057296	Description Activated On: 1/28/2026 2:26:52 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.

This is a full time position in the Accounting office under the general supervision of the Facilities Financial Manager. Work involves a variety of accounting work in support of the the facility and Wernersville-based South Mountain Workshop. Additional duties include pharmacy inventory record keeping, and maintenance of the special accounts and inventory as well as process various documents related to contract and purchase orders.

As an Essential employee, Overtime as required subject to emergency call in.

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.

Functional Responsibilities:

Performs general accounting functions, utilizing QuickBooks and SAP, including verification of invoices, preparation of checks and distribution of checks, receipt and deposit of sales remittances, journal entries, and preparation of monthly reports (Profit and Loss and Balance Sheet). Follows up on all discrepancies and responds to inquiries and requests for information.

Answers inquiries from vendors concerning payment issues. Maintains communication with Purchasing Agents, Storekeeping staff, and department directors to identify and resolve problems relating to vendor payment issues. This including contacting individuals responsible for submitting confirmation of services, submission of invoices or other supporting documents, and resolving problems with current invoices and certain departmental credit card transactions.

Monitors workflow to ensure blocked invoice payment issues are reconciled. Reviews and liquidates encumbered documents (open commitments) on an ongoing basis.

Tracks and audits petty cash account and prepares checks as needed to maintain the stipulated balance.

Audits weekly payroll records, reconciling any discrepancies, and enters all information into an automated database system. Prepares checks in the amount of the payroll, ensures that signatures are affixed in a timely manner, and kept securely. Ensures that cash is securely maintained until distribution to clients and that all disbursements are properly signed for.

Ensures correct distributions to Guardian Office and Reimbursement Office.

Assists will preparation of 1099 forms as required by state and federal law

Prepares a variety of management reports as requested.

Responsible for posting receipts and expenditure transactions for non-appropriated funds. Performs general accounting functions such as verification of invoices, disbursement of checks, and receipt of deposits. All entries are journalized and result in accurate monthly financial statements such as Balance Sheet and Profit and Loss.

Oversight of the following functions:

1. Accounts Payable: Maintain a complete system for the processing of all documents relative to procurement. This comprises various types of orders for the purchase of food drug, medical supplies, maintenance supplies, fixed assets, utilities and service contracts. In addition, supporting documents are processed for each order depending on its type within the SAP system. Investigate requests from vendors, contractors and suppliers in relation to delinquencies on payments of invoices.

2. Stores Ledgers and Inventory Control Operation of SAP accounting system for control of all purchases, issues and Stores items recorded on an accrual basis. Application of departmental procedures and establish proper institutional controls as required to ensure accurate and concise accountability of all items under inventory control. In addition, ensure that a physical spot check inventory are taken monthly for up to one-hundred fifty items and reconciled with the book records with exceptions noted. Annual Inventory of pharmacy is performed and the physical inventory is reconciled with book records, adjustments made and filed on both accrual and cash basis.

4. Capital Assets Ledgers: Maintain detailed computerized ledgers on recording and control of all purchases during the fiscal year and on an accumulative basis of land, buildings, equipment, furniture and fixtures. Depreciation schedules are maintained on an annual and accumulative basis. Responsible for the taking of the annual physical inventory and the on-going spot checks and reconciliation of all assets.

5. Assists with the reconciliation of credit cards

PREPARATION OF SPECIAL REPORTS

1. Annual Medicare Cost Report for Reimbursable Costs: This comprises total costs for the year and related data applicable to the various Medicare Rules and Regulations. Compilation of figures includes reclassification and adjustments relevant to prescribed methods and procedures to arrive at actual per-diem rate for year and recovery of reimbursable costs.

2. Professional Component Report: Submit an annual report on physicians’ salaries and costs, including outpatient treatment services to the Medicare Intermediary for the purpose of arriving at a per diem rate for Plan B billings.

3. Cost Apportionment: This report is a compilation of statistics for shared services furnished during the year. Devise and improvise a perpetual system of accumulating statistics in order to prepare an annual report which is submitted annually to the Office of Financial Management and the Medicare Intermediary.

4. Medicare Cost Report: This report is a reconciliation of the benefits received under Medicare parts A & B. The report is submitted to the Medicare intermediary, Novitas by November 30.

5. Utilities Usage Report: Prepares annual utilities usage schedule which develops cost of services provided to tenants.

OTHER DUTIES

Review and monitor the following:

a. Monitor the proper classification of expenditure documents and payrolls. Initiate revisions to the various functions for purposes of budgetary and allotments control.

b. Perform related assignments as required.

c. Perform all functions related to the processing and recording of all commitments and expenditures documents, payrolls, stores, ledgers, budget controls, and all other fiscal matters for the institution.

2. Insures compliance, as closely as possible with the guidelines established in the Department of Human Services Manual and Bulletins.

3. Complies with the requirements and guidelines recommended by the Certifying/Accrediting Agencies such as Medicare and Medical Assistance.

4. Implements procedures and policies, in accordance with generally accepted accounting principles and direction under the Central Comptroller’s Office. To assure their conformity with established policies and compliance with the Department of Human Services Manual and Central Office Management directives in coordination with the Comptroller’s Office.

5. Adjust and design accounting systems, within established guidelines, to adapt to revised or new situations.

Obtains and maintains CPR Certification and utilize skills as necessary. Performs other duties as needed.

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.

This position functions as a Fiscal Technician and is assigned professional administrative duties in the direction of Wernersville State Hospital’s Accounting Department. The position provides direction to all staff, specifically administrative and operational. The employee is required to perform with a high degree of initiative and independent judgment under the supervision of the Facilities Financial Officer.

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:

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Plan, direct, integrate and evaluate the financial activities of the hospital, to anticipate needs and to forecast financial requirements accurately
2.	Establishes and maintains effective work relationships with staff of the hospital, the department, other agencies and private contractors and vendors.
3.	Reviews reports of usages and operating costs, and develops programs for improvement of business services.
4.	Communicates effectively and accurately verbally and in writing.
5.	Operates computer, calculator, adding machine, telephone, fax machine and copier in order to complete tasks
6.	Read, write and communicate orally in English.
7.	As an essential employee, work overtime as required; subject to emergency call in.
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