Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00085564	Description Activated On: 4/26/2024 11:36:00 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 a year-long trainee position that prepares the incumbent to perform professional payroll accounting functions. The incumbent will be extensively trained so a thorough knowledge of the HR/Payroll and Finance Systems in SAP and associated software are developed. In addition, a requirement of this position is independent decision making combined with a sharp analytical ability which will be developed during the training period.

This position reports directly to the Section Chief for the Payroll/Travel Advancements and Accounts Receivables Section for the Bureau of Commonwealth Payroll Operations (BCPO). This position is responsible for processing of claims/receivables, recording adjustments, collection and any other function related to employee generated debts to the Commonwealth of Pennsylvania from 43 state agencies. Additionally, this position is responsible for the auditing, processing, and accounting of approximately 2,000 salary and travel advancements for over $1.5 million annually covering all agencies under the Governor's jurisdiction as well as using SAP to record all incoming checks and remittances for BCPO tracking and disposition purposes.

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.

The Financial Programs Trainee will be trained to contribute to the efficient operation of the Payroll/Travel Advancements and Accounts Receivables Section by learning to perform the following duties:

Process necessary actions in payroll receivables database used to generate automated letters to active Commonwealth employees that have been overpaid. Audit detailed information in letters and attachments, ensure accuracy, and make corrections as necessary.

Process and collect employee receivables and overpayments:
a. Review and audit salary claims/receivables for accuracy and completeness of record, validity of claims, and resolution of discrepancies.
b. Maintain receivable status of overpayments in the Separated Employee Database.
c. Post and review postings of data into SAP in an accurate manner.
d. Process and ensure accuracy of all Refund of Expenditure and Transmittal of Revenue documents.
e. Ensure the correct process and procedures are followed with regard to liquidations and/or write-offs.
f. Set up and maintain receivables for Department of Health's Health Registrars. This includes billing for both taxes and those that exceed their yearly maximum allowable earnings.
g. Coordinate the collection of monies owed by employees for over-reimbursement of travel expenses and for past due balances on Commonwealth Corporate Cards. Process payment to bank issuing Corporate Cards.
h. Analyze financial impact of incorrectly posted transactions, the effect on account control processes, and appropriate corrections.

Maintain Advancement Account:
a. Ensure advance checks are issued within the requested and required time constraints specified in MDs and various CBAs.
b. Process rejected Automated Clearing House (ACH) deposits of salary and travel payments.
c. Verify the PNC Bank "Positive Pay" file daily via internet and take necessary actions to resolve any check issues posted by PNC.
d. Perform the monthly bank reconciliation process, research discrepancies, and take corrective action if necessary.
e. Prepare necessary adjusting entries to general ledger accounts required to facilitate account clearing process.
f. Bi-Annually, perform check purging process of outstanding advancement checks not negotiated in over one year.
g. Annually prepare and process required documentation to send stale-dated checks to Treasury's Unclaimed Property Division after all efforts to reissue have been exhausted.
h. Prepare and process required documents when requesting changes to the Payroll/Travel Advancement Accounts authorized balance.

Assist in developing Payroll/Travel Advancements and Accounts Receivables policies; suggest system enhancements.

Review and record all incoming BCPO checks into SAP, for further processing by the designated section.

Review requests for return of Agency Debt Verification Refund of Member Contributions (SERS-252) to ensure that the process is conducted timely and allows for full recovery of debts from those contributions.

Review the accounting for receivables generated by payments of benefits from State Workers Insurance Fund and Act 534/632, as well as posting any adjustments to records.

Process inquiries in regard to work related injury leave which may require explanations of actions taken or deductions already processed.

Maintain accuracy of SAP general ledger accounts for employee payroll receivables and advancements. This includes review of the open item managed clearing process by employee number, researching line items for correctness, and creating adjusting journal entries as necessary.

Prepare, review, and send numerous types of correspondence. Recipients can include employees, HR offices, Agency Legal Offices, and SERS.

Act as a liaison and maintain effective working relationships with other sections of BCPO and Comptroller Operations as well as Agency HR Offices, Pennsylvania State Treasurer's Office, PNC Bank and SERS.

Perform 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.

The incumbent makes decisions relevant to daily routine activities over which he/she exercises authority and control. In cases involving projects, he/she assumes control and decision making responsibility after the project goals, requirements, and performance standards were explained by the supervisor. Any unanticipated situations are brought to the supervisor for consultation. Performance is evaluated through review of reports, meetings, current status of open receivables, and general effectiveness of operations.

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:

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Maintain accurate accounting records.
2.	Calculate payments/overpayments; prepare reports.
3.	Analyze & interpret union contracts, policies and procedures.
4.	Analyze, develop, and recommend systems changes.
5.	Establish and maintain effective working relationships.
6.	Possess a technical knowledge of SAP HR/Payroll and Finance modules and associated programs.
7.	Provide technical assistance to internal and agency personnel.
8.	Communicate effectively, both orally and in writing.
9.	Use a computer and associated software.
10.	Operate standard office equipment.