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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00098424 |
Description Activated On: 3/4/2026 2:30:26 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 preparing, reviewing, and analyzing fiscal information relating to the general accounting and supervision of the local IGWF budget, inmate accounts, General Fund reporting, and local Accounts Payable (A/P) for the State Correctional Institution (SCI) at Mercer (MER). |
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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. BUDGET PROJECTIONS Develops projections based on historical data, union contracts, and program needs. Works in concert with the Business Manager in the preparation of these budgets. Monitors commitments and expenditures and prepares a monthly budget projection for all General Fund personnel, overtime, operating, fixed asset, and non-recurring maintenance account structures utilizing Excel Software. Adjusts correct accounts or reallocates funds based on program needs. Obtains necessary approvals and forwards the monthly budget projections to Central Office in accordance with established timeframes. BUDGET CONTROL Analyzes reports of open encumbrances to ensure accuracy of reported expenditures to prevent the lapse of program funds and to maintain expenditure controls. Retrieves data via the Commonwealth’s Integrated Enterprise Systems (SAP) accounting, budgeting, finance, and revenue subsystems to analyze the status of financial transactions. BUDGET ADJUSTMENTS Monitors all Funds Budget amounts and issues or supervises the issuance of adjustment documents to explain and effect changes to these estimates according to program needs. Oversees the preparation of adjustment transactions to correct or close budgetary accounts maintained for the General Fund. Assists management with the General, Education, and Medical Funds which includes the administration of all operating, personnel, overtime, non-recurring maintenance, fixed asset requests, expenditures, and controls by utilizing the Commonwealth's Integrated Enterprise Systems (SAP) computer system. ACCOUNTS PAYABLE Serves as the advancement account custodian and issues checks for payment against miscellaneous invoices and purchase orders. Supervises the compilation of data to account for and project all Funds and direct charge expenditures including utilities, steam, electric, (gas, water, and sewage), and inmate payroll. Oversees the coding, handling, payment, auditing, and recordkeeping processes for all General Fund Invoice expenditures which includes the General Fund Purchasing Card Accounts, Advancement Account, Petty Cash Fund, encumbered purchasing documents, and direct charge expenditures. Supervises the preparation of all funds General Invoices as required for goods and services rendered. FIXED ASSETS Serves as the Fixed Asset Coordinator for the Institution. Oversees the maintenance of fixed asset records and the annual fixed asset inventory. Authorizes adjustments to the fixed asset inventory according to established policy. INVENTORY Oversees a monthly and annual inventory of all Warehouse stock items. ACCOUNTS RECEIVABLE Prepares or supervises the preparation of Refund of Expenditure documents. Reviews accounting reports and maintains documentation to verify that expenditures are refunded to the appropriate accounts. Reviews revenue reports and maintains documentation to verify the collection of revenues. DOCUMEMNTATION AND REPORTING Oversees the maintenance of all Funds fiscal data to measure, project, control, and communicate personnel, operating, overtime, non-recurring maintenance, and fixed asset budgetary expenditures. This involves supervising the maintenance of all documents, records, reports, journals, and statements incidental to the General Fund Accounting Cycle. Oversees the retrieval, interpretation, and communication of all fiscal data in the General Fund budgetary process until final audit of financial information is accepted by the Commonwealth officials and the data is disposed of in accordance with applicable record retention schedules. Oversees the preparation of monthly and year-to-date reports of overtime expenditures. Prepares various specialized accounting and fiscal reports as required. This includes reports necessary for FEMA reimbursements. Corresponds with inhouse staff, external Commonwealth Agencies, vendors, and the general public regarding matters incidental to the accounting/budgeting process. AUDITS Performs non-scheduled periodic audits of completed work and work-in process to assure that accounting processes within the responsibility of the incumbent are being carried out consistent with sound practice. Notifies the Business Manager of any discrepancies and implements corrective action as required. Audits and oversees the auditing of medical contract quarterly reviews to verify contract compliance, accuracy of hours of service, and inmate count reporting. Reports the results of these audits in writing to the Corrections Health Care Administrator. SUPERVISION Directly supervises an Accounting Assistant assigned to the IGWF. Maintains performance standards, essential job functions, and reviews/revises the position descriptions of subordinate staff on a regular basis. Evaluates the performance of subordinate staff in accordance with established personnel policies. Ensures that subordinate staff attend mandatory training, and that incumbent attends the required number of training hours. Recommends outside sources of training to enhance staff development. Trains subordinate staff in bookkeeping and collateral duties as required to ensure peak on-the-job performance. Develops and maintains ACA Standards of accreditation which pertain to general accounting and budget procedures and performs other duties as required. 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. This position works with a considerable amount of independence. Selects and applies appropriate accounting principles to various financial transactions. Applies DOC policies to daily operations and formulates solutions to operations issues. Confers with the business manager when faced with unique or unusual issues which affect financial matters. |
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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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