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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00085420 |
Description Activated On: 3/9/2026 6:02:47 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 position is responsible for planning and directing all budget, procurement, accounting, timekeeping, and warehouse related services for the Bureau of Juvenile Justice Services (BJJS) and the Youth Development Center/Youth Forestry Camp (YDC/YFC) System. The incumbent supervises the centralized, BJJS-wide Accounting, Timekeeping and Purchasing Departments, including the LYDC Warehouse. The incumbent is also responsible for oversight of nutrition services and related National School Lunch Program activities including but not limited to ensuring appropriate monitoring, claiming and use of Federal funds and food surplus items and oversight of activities required to maintain eligibility for Federal reimbursements. Serves as a liaison/point of contact for various functions and processes between BJJS, the DHS Office of Budget, the Governor’s Budget Office, the Department of the Auditor General (AG), the Bureau of Financial Reporting, the Department’s Office of General Counsel, the Bureau of Information Systems (BIS), the Department’s Division of Facilities and Property Management (DFPM), the Department of General Services (DGS) and other state and external entities. Required work includes directly or indirectly supervising staff as well as the oversight and review of the preparation and analysis of complex financial statements and reports required to control state, federal and grant related funds, in excess of $140 million each fiscal year. This position is also responsible for acting as financial point of contact for audit activities and for the development and reporting of budget related management data to ensure fiscal and operational accountability. A major responsibility of this work involves advising BJJS leadership on budget and procurement related operations and procedures. Independent decision making and the ability to organize work to ensure efficient operations for the Bureau of Juvenile Justice Services is imperative. BJJS consists of seven state operated facilities, all of which are located at various geographical locations across PA. Work is performed with considerable independence within general guidelines and is subject to review by the BJJS Director of Administrative Services for effectiveness through conferences and an examination 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. Adheres to all Federal, State and Facility regulations, policies and procedures governing confidentiality. Prepares the annual YDC/YFC budget request for inclusion in the Department's request to the Governor's Office of Budget and the Legislature. Budget preparation includes analysis of prior year spending, monitoring of ongoing facility needs and requests for new programs through the Program Revision Request process. The YDC/YFC budget includes line items for personnel, fixed assets, grant funding and operating costs to include, but not limited to: travel, training, information technology support, legal services, medical supplies and services, maintenance supplies and services and other needs of a geographically diverse, state-wide system of facilities. Year-end reconciliation of encumbered and lapsing funds is required. Responsible for reviewing and approving all purchase requests for YDC/YFC system as well as ongoing review and analysis of expenditures to ensure fiscal accountability. Responsible for planning, development, and ongoing analysis of financial services related policies and procedures. Responsible for implementation of new systems, operations, and financial functions as required. Acts as primary point of contact for financial and budgetary issues during all audit activities (AG performance audits, federal audits, SSBG-Title XX audits, etc.) for the YDC/YFC system. Responsible for ensuring completion of the annual Cost Apportionment Report which is used to calculate per diem rates for the YDC/YFC System. Works closely with the Bureau of Financial Reporting to ensure that the Cost Apportionment Report accurately reflects what is to be included/excluded for the purpose of calculating cost of care. Maintains data related to annual per diem rates and days of care per county in order to make recommendations related to county reconciliations processed by the Bureau of Financial Operations. In collaboration with the Bureau of Financial Reporting, drafts annual OCYF bulletin setting annual per diem rates for use of the YDC/YFC system to be distributed to all 67 counties and other stakeholders. Acts as project manager for large-scale initiatives by coordinating with various areas (including program, administrative, medical, dietary, maintenance and IT staff members). Examples – coordinating the logistics of a multiple-phase $9 million capital project to replace the HVAC system in a secure, residential 24/7 building housing delinquent youth or the system-wide installation of new video conferencing equipment, including upgraded infrastructure, troubleshooting and the provision of training to end users. Maintains existing and drafts new Memorandums of Understanding (MOUs), Inter-Agency Agreements, Occupancy Agreements, Utility Agreements, etc. in collaboration with the Department’s Office of General Counsel and DFPM. Acts as liaison with BIS by granting access to various online applications, procuring various IT materials (hardware, software, etc.) through BIS contracts, providing basic troubleshooting for employees and providing oversight of network systems such as video conferencing equipment BJJS-wide. Manages YDC/YFC Nutrition/National School Lunch Program activities and services; monitors use of Federal funds and food surplus items; reporting and recordkeeping; assists in the development and review of food service management company statements of work and contracts; reviews the NSLP claims payment process; ensures the implementation of any activities required in order to maintain eligibility for Federal reimbursements. Oversees the procurement of, payment for and proper use of telecommunication equipment such as cell phones and wireless hotspots. Oversees the Corporate Card program for the entire Office of Children, Youth and Families. Acts as liaison with the contracted vendor for corporate cards as well as the state-wide Corporate Card Coordinators. Reviews and troubleshoots issues related to the billing of counties for services provided as well as the Days of Care system (APPMAP). Performs internal timesheet and position description audits, responds to external audits, completes reporting, analyzes expenditures to ensure compliance with regulatory requirements and maintains necessary documentation to ensure continued receipt of $10 million in federal funding via the Social Services Block Grant (SSBG) - Title XX. Completes data analysis and reporting related to the National School Lunch Program and federal reimbursements received by YDC/YFC facilities. Acts as financial liaison for BJJS grants with both grantor(s) and associated vendors, including Labor and Industry’s Office of Vocational Rehabilitation and the PA Commission on Crime and Delinquency. Acts as the BJJS financial representative with DFPM for capital projects and non-recurring maintenance projects. Tracks progress/payment of current and planned projects. Serves as fiscal BJJS point of contact related to the Job Order Contracting (JOC) program for maintenance projects. Maintains vendor information for JOC projects, resolves billing or purchase order issues and interacts with vendors. Collaborates with the BJJS Facility Operations Manager 4 to review job specifications and proposals for various types of projects. In collaboration with the Facility Operations Manager, develops lists of potential upcoming non-recurring maintenance projects and capital projects for all facilities. Works with regional directors, etc. to prioritize these projects based on need and budgetary limitations. Oversees preparation of GAAP non-appropriated funds reports. Oversees the reconciliation of all non-appropriated funds and performs random audits to ensure proper usage of these accounts. Acts as BJJS-YDC/YFC representative at meetings including Comptroller Compliance officer meetings, Annual DCAP (Centralized Allocation Program) meetings, etc. and follows up as appropriate to ensure ongoing cooperation and compliance with DHS initiatives and mandates. Works with Commonwealth vendors to resolve service or payment issues. Intervenes with Comptroller’s Office as necessary to resolve unusual or difficult issues. Provides oversight to the BJJS-wide payroll/timekeeping service center via direct supervision of the Time Advisor and indirect supervision of the centralized timekeeping/payroll staff, consisting of three Clerk Typist 3s. Coordinates with the Bureau of Human Resource’s Labor Relations Coordinator to ensure that all time and attendance issues are handled properly by interpreting union contract language and correctly applying local side agreements. Performs the full range of supervisory duties, including managing overtime by monitoring work schedules, holding supervisors accountable to effectively manage the workforce, moving staff to fill vacancies and scheduling staff in a way that maintains a fiscally and operationally efficient Department. Interprets travel policies and manuals for all of BJJS to ensure compliance. Coordinates and completes all special assignments requested by entities including, but not limited to: DHS Budget Office and Governor’s Budget Office, DHS centralized Timekeeping, DHS Procurement, the Auditor General and BJJS Leadership Team. Performs cost analyses, drafts high-level documents and provides recommendations pertaining to sensitive personnel issues, special initiatives, and sensitive budget issues. Acts as back-up for the submission of the monthly DHS Management Report and any other request that requires data analysis or submission. Meets with facility directors, regional directors and division directors on an as-needed basis to discuss how to best keep BJJS facilities running as efficiently as possible through long and short-term planning, policy or procedural changes, etc. Maintains a collaborative relationship with staff at BJJS host facilities (Danville State Hospital, Phoenix State Corrections Institution and South Mountain Restoration Center) related to contracts, occupancy agreements and memorandums of understanding. Ensures ongoing compliance and satisfaction with shared services. Manages the training requirements of the Accounting Department employees, the Purchasing Department employees, and the Timekeeping Department employees to ensure they are in compliance with 3800 Regulations, DHS, DGS, and OA guidelines. Manages the BJJS Fixed Asset Inventory System (FAIS) and Fixed Asset Accounting System (FAAS), revenue accounts and sweeps, accounts payable, and BJJS purchasing card program/audits through direct supervision of a Fiscal Management Specialist 1. Completes monthly revenue sweeps through Wells Fargo in collaboration with Accounting Department employees and staff members of Comptroller Operations. Manages the procurement of all BJJS services and commodities through the direct supervision of the Purchasing Agent 3. Ensures that all procurements are completed in accordance with the guidelines established by the Commonwealth, the Department of General Services and the Department of Human Services Procurement Office. Manages the flow and disposal of surplus equipment and furniture, including online or onsite auctions and disposition of electronic waste, collaborating with DGS as necessary. Oversees the execution of BJJS grants and contracts. This may include assisting in the preparation of grant and contract language, reviewing and approving budgets and budget revisions, developing invoices and making sure payments to vendors are correct and timely. Responsible for management of the BJJS warehouse at the Loysville Youth Development Center. Functions include SAP reporting, stocking, issuing and delivery of commodities to multiple facilities. Performs other duties as necessary. Travels 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. Provides guidance and direction regarding budget, accounting, purchasing, Nutrition/National School Lunch Program, timekeeping and warehouse issues for the staff and leadership of the Bureau of Juvenile Justice Services and the YDC/YFC system. Oversees and/or prepares information requested by BJJS leadership, DHS budget office, auditors, and others as required. Approves all expenditures based on availability of funds and adherence to BJJS goals and objectives. |
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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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