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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00084258 |
Description Activated On: 3/20/2025 7:30:37 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. Provides office support for accounting related functions for the Business Office to ensure effective and efficient operation. |
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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. DESCRIPTION OF DUTIES: The duties of this position will include, but not be limited to the utilization of all automated systems and programs associated with the Accounting Department. All monies are secured in the Business Office safe at all times. IOCMS (inmate banking system): Weekly verification of I.G.W.F. Petty Cash Fund, $500.00 Posting, auditing and reconciliation of all entries into the system matching input paperwork to batch listing Disbursements, writing of checks and closing of inmate accounts Monthly preparation and distribution of inmate account statements Pick-up receipts from all areas, verify, post and prepare deposit, maintain bank records Maintain inmate breakage account for monies owed to the Institution Maintenance and storage of all records in accordance with records retention schedule Transferring of inmate accounts to other Institutions and maintaining corresponding records Printout monthly current balances for the Accountant Deposit receipts through the remote deposit process Deposit cash deposits at bank on a monthly basis Verification of general ledger account codes and batch information coming from IOCMS into Gravity and posting of journal entries in Gravity Balance batches daily, run reports daily current/available balances to be saved on the H drive Verify items submitted from Mailroom on CIR forms and maintain log of all items being held for inmates Receive and confiscate PENNDOT ID's sent from Central Office and verify invoice for ID's received Process cable connects/disconnects for inmates adding or cancelling cable and maintain cable system connections based on inmate move sheets Escrow accounts for inmates paroling/maxing Run commissary reports for MAAC credits and process upload to NetzCore Enter ACT84/CVCF for new commits Review/enter ACT84/CVCF for returning parole violators Process cash slips for CVCF Process ACT84/CVCF refunds Review original transactional documents received from Mailroom and ensure they are logged, notify Unit Manager via e-mail prior to forwarding to the proper person in a timely manner Preparation of escheat reports as required by government agencies for the unclaimed inmate account balances when necessary Run negative balance report in March and October of each year for review/write-off Review bank account monthly for stale-dated checks, place stop payments with bank and process accordingly I.G.W.F. data for shops and budgeted activities: Assist in the posting of account data to the general ledger accounts Complete trial balances Prepare adjustment transactions Prepare month end financial reports Prepare account drawdown request to forward excess funds to Central Office Assist in the preparation of bids for major IGWF purchases Assist in ordering supplies for IGWF shops Schedule payment of invoices to ensure applicable discounts are taken and due dates are met Maintain budgets for all areas of the IGWF fund Prepare IRS form 1099, NEC, as required for IGWF expenditures Checking account reconciliation Collect, record and deposit all incoming monies Advancement Account: Preparing and maintaining account files and reports Preparing invoices for payment Preparing checks Audit and verify advancement account invoices Maintenance and reconciliation of Petty Cash Fund, $300.00 This position also has various responsibilities involving the General Fund which include: Audit invoices and authorize payment of same by the Comptroller's Office on a daily basis Process NON-POs for payment Process direct charges for payment Process Correctional Industries invoices Audit of credit card expenditures Balancing credit card transactions from the credit card statements to include contacting vendors to obtain all required documentation for credit card transactions Maintain records of Federal Tax ID numbers for all vendors Completion of refund of expenditures worksheet Preparation of monthly general invoice for inmate payroll Preparation of general invoice for postage Posting and auditing of fixed assets as needed Prepare and submit invoices for medical records for disability cases as needed Duties to include filing of paperwork, responding to inmate requests to staff, answering phone calls from families or others regarding inmate account questions and other related duties consistent with the Accounting Assistant position All duties are performed in compliance with established local and department policy ESSENTIAL FUNCTIONS: 1. Perform mathematical computations 2. Perform repetitive motions 3. Review and analyze information 4. Effectively communicate verbally and in writing 5. Establish and maintain effective working relationships 6. Operate basic office equipment 7. Maintain regular and reliable attendance 8. Attend and participate in all mandatory training and/or testing 9. Work overtime in compliance with provisions of the Collective Bargaining Agreement 10. Travel as required 11. Be mobile over all types of physical surfaces and levels (in an institutional setting) 12. Be visually observant of environment (in an institutional setting) 13. 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. Routine work is completed independently, with periodic review by the supervisor as necessary. In response to inmate documents submitted, this work involves reviewing the documents for conformity with Department and Institution policy. Non-conforming documents are returned to the inmate. New or special technical problems or questions are referred to the supervisor with recommendation for action. Changes in operational standards, procedures, and work policies are discussed in detail with the supervisor. |
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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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