|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00097176 |
Description Activated On: 1/27/2026 12:34:57 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. To assist the Business Manager in the formulation and administration of the Institution Program Area Budgets and ensure the effective operation of the General, Medical and Education Funds sections of the Business Office. |
|
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. 15% The Fiscal Management Specialist 2 has the primary duty of working with the Business Manager in the formulation and administration of the Institution’s Fiscal Budget. This involves assistance with the development and maintenance of the Annual Budgets, Re-Budgets, Fixed Asset and NRM requests, monthly Budget Projections, Program Budget Reports, Department Overtime, and year end Encumbrance Reductions. Obtain factual information on organization and costs associated with the yearly budget and supply budgetary reports to Central Office and Institution Program Areas as necessary. 5% Visa Transaction Approver. Utilizing the Active Pay System, all reviewed Visa Transactions are approved to be processed ensuring they contain correct account coding. 5% Visa Account Reconciliation. Monthly Reconciliation is achieved by verifying that all payments made with the purchasing card comply with the purchasing card and advancement account manuals. Confirm proper invoicing by comparing them with the corresponding purchase order and receiving report against the monthly report. Vendors cannot charge sales tax or additional charges not on the quotation. The Outstanding Issue Form is prepared, and vendors and Staff members are contacted to resolve discrepancies. Unresolved issues are carried over to the next month’s report. Separate folders of problems are kept, and timely contacts made until discrepancies are corrected. Payments are posted to the APR System. Provide the Comptroller’s Office with information for Audits. If applicable, a Clerk Typist compiles the report, and the Fiscal Management Specialist approves. Prepares transfer documentation in SAP when necessary. 5% Advancement Account Custodian. Issue Advancement Account Checks to pay Purchase Orders, direct charges and Interagency Payments. Invoices are matched to orders and receiving records verified prior to making payment. 5% Encumbered Document Payments. Invoices are mailed to the Comptroller’s Office. A receiver will confirm the receipt of product through the SAP System. Liquidate excess funds on encumbered documents. 5% Purchase Contracts. Monitoring Encumbrances and Payments against all purchase contracts. Reduce encumbrances in a timely manner. Receiving Department will certify compliance with contractual obligations. 5% Fixed Asset Inventories. Maintain an accurate, up to date listing of all Fixed Assets. Assign an ID number, tag, and record all pertinent information. Conduct a yearly physical inventory of all assets. 5% Completes monthly Transmittal of Revenue and Refund of Expenditures Reports. 5% Policies and Procedures. Conduct an annual review of policies and documentation to update all Accreditation files. 5% Assistant to The Business Manager. In the absence of the Business Manager, I am responsible to attend the weekly Administrative Staff meetings. Make independent decisions on problems that occur and provide technical assistance to the Superintendent and Facility Staff on institution problems. 5% Provides Administrative Staff with monthly overtime reports and other reports to Program Area Managers. 5% Physically Spot Check inventory levels at the SCI Dallas Warehouse. Retains related documentation and advises of any discrepancies. 5% Fuel Purchases. Report monthly on purchases, receipts, and verification for Institution Vehicle fuels. 5% Processing of Invoices. Assist Comptroller’s Office with the processing of invoice for payment using SAP and ESS. 5% Institution liaison with the Department of Corrections Bureau of Administration and the Comptroller’s Office. 15% All other Duties Assigned by the Institution Business Manager. Essential Job Functions: 1. Supervise and evaluate the work of subordinate staff (if applicable) 2. Effectively communicate verbally and in writing 3. Perform fiscal operations 4. Review, analyze, and interpret information 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 as required 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. The Fiscal Management Specialist works under the direct supervision of the Business Manager. The Business Manager will review work for completeness, accuracy, and timely distribution. The Fiscal Management Specialist can make independent decisions on minor problems that occur and provide fiscal technical assistance. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|