|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00069051 |
Description Activated On: 8/3/2026 9:27:28 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 is responsible clerical-accounting work involving the applications of bookkeeping principles and practices within the Financial Office. These principles and practices ensure that purchase and service transactions are processed accurately and within the dictates of the Facility Policies, the DHS Administrative Manual and SAP guidelines. |
|
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. Planned working time percentages are approximate and can change on a daily basis due to operational needs. 75% • Assists Accountant and Financial Manager with bookkeeping functions in the Accounting Department, which relate to Accounts Payable and properly accounting for expenditures. • Assist with open accounts payable to ensure payments are processed timely and Purchase Orders are reduced. • Prepares Advancement Account or Direct Charge payment to vendors. Ensures transaction is complete by comparing account order, receiving report and invoice in order to discover discrepancies. If discrepancy exists, communicates with vendor and resolves same. Enters the invoice into the SAP system to produce a computer generated check. Prepares, assembles and submits proper documentation to Comptroller’s Office when requested to do so for audit purposes. Records all transactions in the check register. Posts payment information into the tracking system. • Uses Purchasing card to provide payment to applicable vendors when the order is assigned to Accounting to process, ensuring no discrepancies between APR, receiving report and invoice. If discrepancy exists, communicates with vendor and resolves same before payment. • Reconciles daily Purchasing card transactions moved to the Purchasing card spreadsheet and reconciles monthly Purchasing card statement (approximately $30,000/month). Ensures all transactions posted to monthly Purchasing card statement are approved and correct by obtaining and filing copy of order, invoice and receiving report. Logs any discrepancies and follows them through to resolution. Updates Supervisor monthly on these issues. Provides required documentation to auditors from various agencies (e.g. Treasury Department, Comptroller’s Office, etc.). • Reconciles the pharmacy invoices to see that pharmaceuticals are being charged at the correct cost per contracted rates and that proper documentation is maintained for payment. • Prepares payments from the two non-appropriated accounts as designated. • Researches purchase order differences between invoices received and goods receipted, resolves the discrepancies, and recommends corrections to the appropriate records. These corrections may involve coordinating with the Purchasing Department and/or contacting other site personnel to request that they enter or adjust the goods receipts, or contacting vendors to resolve invoicing problems. Each of these resolutions requires an ability to develop and maintain good working relationships (with site personnel and vendors). All recommendations not clearly supported by a goods receipt will be reviewed with the Supervisor. Invoices rejected or blocked in workflow via SAP must be reviewed daily to resolve discrepancies. • Maintains APR system for bookkeeping purposes by inputting appropriate information to finalize APR requests in order to ensure complete accounting of expenditures (Completion of payment information on purchase requisitions records). • Opens mail daily, date stamps all documents and distributes to appropriate staff. • Files receiving reports, invoices, Purchase orders and all related documentation by vendor and order number. 15% • Assists Accountant in preparation of monthly budgeting statistics as well as annual projections by compiling data, inputting information into spreadsheets and running reports from order tracking system. Also responsible for creating various reports from data in the SAP Accounting System. • Assists Accountant in preparation of Medicaid and Medicare cost reports by collecting statistics, totaling ancillary services worksheets, and gathering data used to calculate reclassifications and adjustments. Compiles reports of ancillary services provided to our residents from records submitted by the various departments. • Reviews reports showing expenditure and commitment information and suggests changes to funding for encumbered orders. 10% • Assists Accountant with completing annual inventory of fixed asset items in the Fixed Asset Access Database system and in SAP. • Assists Accountant in preparation of Year End GAAP related reports for receivables and payables. • Under the direction of the Accountant, assists with annual physical inventory of warehouse materials on hand. Also performs monthly spot checks of inventory items. • Confirms the reimbursement of auto repair orders for leased vehicles by comparing the repair order to the general ledger postings in order to ensure correct reimbursement to the Center. • Performs other related duties as directed by Accountant. |
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. 1. Makes decisions on which payment method to utilize per established policies. 2. Makes decisions on the appropriate action to follow to respond to routine vendor inquiries. Discusses with the supervisor the appropriate action for non-routine vendor inquiries, as well as unusual situations that arise from Purchasing card audit reconciliations. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|