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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00068191 |
Description Activated On: 5/6/2026 11:31:22 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. The Deduction Accounting Section Chief is responsible for supervising the accounting, reporting, and payment of all payroll activities, benefit and payroll deduction items as well as deceased and settlement payments for all agencies under the Governor's jurisdiction and any independent agencies participating in the Commonwealth's Payroll System. The Section is responsible for the accounting and distribution of funds in excess of $5.6 billion a year. This position supervises three Accountant 2 positions and reports directly to the Division Chief of Payroll Accounting. The Deduction Accounting Section Chief is also responsible for supervising and assisting with the accounting and reporting of all payroll taxes to Federal, State, and Local authorities. This includes filing returns on a monthly, quarterly, and annual basis; reconciling W-2c's and W-3c's; correspondence and distribution of any applicable Form 1099's. Work is performed within general guidelines and is subject to review by the Payroll Accounting Division Chief through meetings and an explanation of reports. |
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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. Note: This position has Mission Essential Functions detailed in OB’s COOP Plan. 1. Serve as initial point of contact in the resolution of issues pertaining to Deduction Accounting functions. 2. Reviews and interprets union contracts, personnel rules, administrative procedures, payroll directives, IRS regulations, legal opinions, and all other material or decisions pertinent to payroll activities. 3. Participate in the establishment and implementation of new functions, business areas, deductions, benefits, taxes, payments, etc. by interpreting requirements mandated by law or contractual agreement and ensure the fulfillment and compliance of those policies and procedures. 4. Supervise and analyze the preparation of the financial statements provided to members of the Benefits Funding Committee. 5. Provide auditors with required documentation upon request. 6. Analyze the preparation and correctness of quarterly Form 941 to the Internal Revenue Service (IRS) as mandated by IRS rules and regulations. Confer with IRS personnel regarding Federal Withholding (FWT), Social Security (SS), and Medicare (Med) taxes to resolve problems of a routine nature. 7. Supervise the preparation and ensure correctness of Form 941-X to the IRS to recoup any overpayments of FWT, SS, and Med taxes for prior years within the statute of limitations. 8. Manage the filing and preparation of the year-end reconciliation of W-2 data along with W-2 magnetic media for personal income tax for Pennsylvania and nine other states. 9. Coordinate with the Bureau of Payable Services (BPS) for the processing of payroll related Form 1099's and all related adjustments. 10. Supervise and direct the audit of documents and deposit of monies as related to payroll refunds and transmittals. 11. Ensure requests for stop payment, escheatment, duplicate, replacement, stale dated, mutilated, photocopy, and forgery of payroll and travel checks are coordinated appropriately with Treasury to achieve a favorable and timely response for the employee. 12. Supervise and coordinate the preparation and recording of accounting data for employer share retirement buy backs. 13. Supervise the applicable GL accounts and restricted receipt accounts associated with payroll accounting by analyzing any differences, directing clearing and reconciliation functions, and determining any adjustments to be made. 14. Supervise the preparation of expenditures and/or expenditure adjustments to properly charge payroll expenditures due to budget constraints in accordance with the memorandum of understanding among agencies, late transfers of personnel, and any other related payroll adjustments. 15. Ensure the bank clearing process is completed and reconciled for all Commonwealth agencies after each payroll cycle. 16. Coordinates and develops the procedural, operational, and control criteria for the preparation and processing of employer share unemployment compensation invoices and SAP payment transactions, including the timely distribution and preparation of payment data to avoid imposition of penalties assessed against individual agencies. 17. Supervises the analysis and evaluation of the monthly and annual PSERS reconciliation. This includes approving work reports via PSERS Employer Self Service web application. 18. Supervises the review of incoming checks to ensure they are properly accounted and the appropriate areas are providing/processing the related transactions when distributing the funds to the agencies. 19. Analyzes the monthly SAP to Treasury Fund Reconciliation report for BCPO funds. Supervises the analysis and distribution of the weekly Treasury to FI Validation Report. Monitors any differences for corrective action by BCPO and/or the Bureau of Accounting and Financial Management (BAFM). 20. Supervises and provides guidance on the reconciliation of journal entries, expenditure adjustments, revenue documents; including those related to the Holding Account. 21. Provides all internal budgetary information regarding revenues and expenditures to Bureau Director/Assistant Director. Obtains detailed transactional supporting information upon request. Acts as a budget liaison with Comptroller Operations Budget Director. 22. Coordinates and processes the annual file transfer and associated data of funds for BCPO to Treasury's Unclaimed Property program, including payroll/advance returned checks and deceased employee funds that have reached the statute of limitations. 23. Analyzes and evaluates current operations and recommends and implements cost effective and fiscally sound improvements within section. 24. Develop lines of communication and coordinate functional activities with the BAFM, BPS, Labor Relations, Legal, Personnel, State Employee's Retirement System, Treasury, vendors, and all other affected Commonwealth and private entities. 25. Compose memoranda, letters, instructional bulletins, and summary reports related to payroll changes, operations, and/or procedures and in response to private, legal, departmental, and/or legislative inquires. 26. Other duties as assigned. |
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. Work is performed independently within general guidelines and is subject to review by the Division Chief for Payroll Accounting through conferences and an explanation of reports. |
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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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