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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00096988 |
Description Activated On: 10/14/2025 11:17:59 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 position is responsible for managing the invoice payment team which includes oversight of advancement account processing, goods receipts, and invoice receipts associated with contracts, purchase orders, and funds commitment documents for the Department of Military and Veterans Affairs, including the Veterans Homes, Fort Indiantown Gap, Air Guard Bases, and National Guard Readiness Centers. The position is also responsible for vendor management, purchasing card processing, invoice reconciliation, help desk support, and staff support for DMVA’s procurement and contracting activities |
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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. Manages and directs the invoice payment team which provides guidance and support in the entry of goods receipts, payment of invoices, purchasing card payments and reconciliations, and advancement account check processing. Analyzes and resolves complex invoice issues that cannot be handled through regular processing channels and require further evaluation to determine the appropriate course of action. Coordinates with program area staff, vendors, and Comptroller’s Office to resolve issues. Serves as liaison with the Comptroller’s Office for the resolution of payment issues, rejected invoices, and requests for stop payments. Coordinates with the Treasury Office as needed. Interprets rules, regulations, policies, and procedures related to invoice processing. Ensures adherence to Commonwealth policies governing accounts payable documents, purchasing card processing, goods receipt entry, and advancement account usage. Provides oversight of goods receipt/invoice receipt (GR/IR) to ensure that vendor payments are made in a timely manner and vendor discrepancies with respect to contract adherence and work performance are resolved. Processes suspension and debarment requests for vendors on the Commonwealth’s Contractor Responsibility Program for DMVA. Develops and implements changes to Advancement Account and invoice processing and reconciliation policies and procedures. Processes Advancement Account Checks in accordance with Commonwealth and Department regulations. Enters advancement account invoices in SAP. Maintains proper advancement account files. Reconciles advancement account discrepancies and corrects incorrect postings. Provides training and support to advancement account processors. Processes purchasing card payments. Maintains purchasing card files, reviews open purchasing card orders to ensure goods receipts are received timely and vendors are paid timely. Maintains records in the purchasing card log. Performs the monthly reconciliation of the VISA purchases for the Headquarters and field site locations. Ensures items processed through purchasing card and advancement account payments are from appropriate statewide and agency contracts and utilize correct vendors, where contracts exist. Review coding to ensure correct funding is utilized. Processes invoices for payment against funds commitments, including coding items for payment. Maintains records of refunds received from vendors and processes for reimbursement to proper account. Researches payment, invoice, and goods receipts issues. Provides guidance to program offices, staff, Comptroller’s Office, and vendors on actions to resolve invoicing issues. Researches payments and invoices to determine if duplication has occurred, to include review of documents both from archived files and electronic files and reports. If duplication has occurred, contact the vendor and comptroller’s office as appropriate, to resolve. Researches open vendor invoices and resolves discrepancies with payment documents, postings, and program office documents. Processes general invoices, including coding of invoices; researches to determine correct amount to be paid and to avoid duplicate payments; and posts invoices to SAP. Maintains an up to date understanding of purchasing card, advancement account, and procurement regulations. Be knowledgeable in all payment and inquiry functions of the systems utilized for payment processing. Conducts monthly reviews of open invoices and obtains necessary documentation and processes for payment. Ensures timely processing of purchasing card and advancement account payments. Generate metrics and reports to ensure reconciliation is completed timely and accurately. Reviews open items and ensures processing timelines are met. Reviews procurement help desk inquires to assist program offices and vendors on general inquiries for the Department. Reviews and resolves help desk tickets and submit to IES if necessary. Troubleshoots problems as they arise. Reviews management directives, executive orders, and federal regulations for agency applicability and upload to SharePoint as appropriate. Notifies using facilities of management directive changes. Adds other materials to SharePoint as appropriate to support invoice reconciliation and advancement account activities in the field. Develops and provides procurement training and related materials to agency staff as needed or identified. Training topics include SRM system usage, goods receipt entry, invoice reconciliation, and payment processing. Reviews procurement training materials and presentations. Revises, creates, and recommends training for electronic development. Tracks yearly training requirements based on role-specified users, ensures completion, and reports results. Maintains an up-to-date understanding of procurement regulations and system processes to assist program office with questions or problems. Ensures that files are maintained, removed, and stored in accordance with the agency’s records retention and disposition schedule. Generates correspondence, ad-hoc reports, PowerPoint presentations, and other documents for the Division Chief. Supervises employees to include planning, assigning, and evaluating work, determining work priorities, interviewing and selecting employees, evaluating employee performance, approving or disapproving leave requests, initiating disciplinary actions, determining subordinate training needs, coaching and counseling employees, and resolving problems and disagreements. Performs work in accordance with the DMVA general safety rules and safety rules for this position. Immediately reports all workplace injuries or incidents to the supervisor; and/or immediately corrects any safety hazards in the work area or reports same to supervisor. Perform other related duties as required. **Must pass a favorable National Crime Information Center (NCIC) screening for admittance to Fort Indiantown Gap.** |
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. Decisions are made within the parameters established by Commonwealth and DVMA policies, procedures and guidance. Develop new policies and recommend changes to existing policy. Make recommendations for procedures to improve efficiencies. Make decisions regarding work methods and prioritize work. |
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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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