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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00074508 |
Description Activated On: 4/17/2026 12:22:34 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. The employee in this position serves as the Director of Fiscal Management and is directly responsible for coordinating the functions of Accounting, Timekeeping, Purchasing and Warehousing on the grounds of Danville State Hospital and also serves as the hospital liaison with Facilities Reimbursement. |
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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. Provide supervision to the Accounting, Timekeeping, Storeroom and Purchasing Office by meeting with them on a regular basis, prioritizing work, assigning and evaluating subordinates work, discussing daily operations, providing guidance on difficult issues and reviewing and evaluating work performance in order to ensure efficient fiscal services on a daily basis. Directs and reviews the billing for all leased services to various agencies/vendors, on hospital grounds by participating in the development of memorandums of understanding, working with fiscal services and other hospital staff to ensure all services are properly billed and reimbursements received in a timely manner. Develops complex record keeping and reporting systems and sets controls by working with Fiscal Services department directors and other hospital department directors, reviewing reports, physically inspecting areas and formulating and enforcing hospital procedures in order to provide management with necessary reports, expenditure updates, overtime status and inventory levels to ensure compliance with Department of Human Services regulations. Responsible for developing budget projections and subsequent monitoring of budget status throughout the fiscal year by reviewing expenditure reports, collections reports, contracts, projects, and capital requests. Provides detailed cost analysis of hospital operations and programs by reviewing costs, discussing quality of service with department directors, consultation with other hospitals and outside vendors in order to make recommendations to hospital management which will provide cost savings and improve the quality of service. Coordinates the preparation of detailed financial reports required by various intermediaries such as Medicare and Medicaid by developing reporting formats, reviewing monthly reports, and monitoring progress throughout the year in order to ensure accurate reports are produced which will maximize reimbursement and meet all reporting requirements. Coordinates and monitors all fiscal audits (cost apportionment, comptroller and AG, etc.) of the hospital by acting as liaison between hospital departmental staff, auditors, and Central Office, gathering requested data, providing appropriate responses to completed audits, and maintaining a file of audits in order to maintain effective fiscal services. Prepare invoices for the transfer of funds (revenues and expenses) in SAP to recoup costs incurred by Danville State Hospital on behalf of other agencies (NCSTU, CMSU, Danville Child Development Center, etc.). Prepare and gather related data for Federal Cost Reports for Medicare and Medicaid. Prepare Annual Status Report of Vocational Adjustment Services (VAS) and Donated Funds accounts in accordance with DHS Administrative Manual section 7021.7. ADA Essential Functions Plans, directs, integrates and evaluates the accounting, budgeting, purchasing/ procurement disbursement, timekeeping, payroll and store-keeping functions in a state mental hospital. Interprets Commonwealth and Departmental management and fiscal policies and procedures and ensures their implementation into facility operations. Supervises first level supervisory professional and technical staff; assesses current and long range staffing and staff development needs; provides or arranges for appropriate training; plans work schedules for personnel; approves leave; receives and recommends resolution of complaints and grievances; and evaluates and reviews employee work performance evaluations. Provides guidance and assistance for subordinate staff in the preparation of operating and capital budgets, re-budgets, and annual financial plans, including budget forecasts of operating expenditures, equipment, material and fixed assets requirements, and capital improvement and replacement requirements for Executive Staff consideration and facility Chief Executive Officer (CEO), or director’s, approval. Ensures maximum utilization of financial resources by directing the development and maintenance of fiscal policies, procedures and controls. Directs the review and the verification of Agency Purchase Requisitions and preparation of cost apportionment reports for Federal reimbursements and the maintenance of the cash advancement account and special funds such as Vocational Adjustment Services (VAS), donated funds, and Federal grants. Function as the Advancement Account Officer by managing all activity for the approving and disbursing of the fund in order to comply with Chapter X of the DHS Field Manual of Accounting Procedures. Monitors expenditures in light of actual and anticipated revenues and provides projections and advice to management. Evaluates requests and requisitions for supplies, materials, and services for appropriateness and availability of funds. Conduct Pharmacy inventory spot-checks to ensure accuracy of physical count versus inventory count. Conduct working stock inventory spot-checks to ensure less than two-week supply. Ensure accurate annual physical inventory in both Pharmacy and Storeroom. Process miscellaneous income and refund of expenditures by preparing proper forms and recording transactions in order to ensure correct credit is received. Ensures the efficient and orderly process of the purchase/procurement, receipt, payment, storage and recording of facility equipment, materials, supplies and vendor services. Directs the establishment, preparation and maintenance of appropriate accounting, purchasing/procurement, disbursement and stores records and reports, including EDP accounting systems applications, stores and fixed asset inventory control systems, timekeeping and overtime reports and Medicaid and Medicare cost apportionment reports. Establishes accountability and identification controls to help prevent the misuse of theft of Commonwealth properties and supplies. Meets with subordinate staff, other facility staff, departmental, and other agency staff, vendors and other public and private individuals, as necessary, to interpret or formulate procedures and to resolve problems. Serves as a member of the facility management team in formulating long range planning to achieve facility goals. Reviews and analyzes financial data and reports relating to disbursement of expenditures to ensure accurate and timely vendor payments. Conducts periodic inspections of assigned areas to observe adequacy of and adherence to operational procedures. Initiates correspondence regarding financial matters; approves and signs various reports as required; prepares or reviews vendor contracts, leases, bids, etc. |
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. Most decisions are made independently. Meetings and discussions are held daily with the Chief Operating Officer. |
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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. Cardiopulmonary Resuscitation (CPR) Certificate 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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