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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00099559 |
Description Activated On: 12/15/2023 8:12:15 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 serves as an accounting assistant who will analyze and classify financial transactions and documents; prepare financial statements and reports to control and account for funds; and analyze and project financial data. Initially, work is assigned in detail by project or task and reviewed for adherence to instructions, regulations, directives and policies. As proficiency is gained, work is assigned in the form of goals and objectives periodically for their attainment |
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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. Oversee the posting of accounting and sales information for roughly 300 plus authorized issuing agents who sell PFBC Use Permit Decals (boat launch permits) on consignment to PFBC customers. Post vital sales information to the PFBC’s electronic ledger and automated accounting systems. Maintain agent accounts and conduct monthly account reviews and reconcile discrepancies with agents as required. Audit claims and process approved claims for crediting or debiting agent accounts. Make adjustments to agent accounts, provide credits when necessary and take steps to secure missing revenues when deficiencies in remittances are discovered or identified. Prepare daily summary and monthly sales and account reports. Conduct annual review of account activity and verify that all Commission issued items are accounted for and all funds due to the Commission have been properly remitted. Handle customer and issuing agent inquiries regarding internet sales for fishing licenses, boat registrations, and launch permits. Oversee issuance of refunds or credits and maintains accounting records. Prepare general invoices when needed and process through SAP for processing. If check is returned to the Commission, check will be directed to the appropriate party. Record and review daily debit and credit entries in the unit's bank journal. Reconcile bank statement on a monthly basis. Handle and account for receipts of revenues for licenses, registrations, titles, permits, and other fees. Analyze submission of forms by authorized issuing agents, investigate discrepancies, type correspondence to obtain additional information, audit and investigate reports and records to determine completeness, accuracy of information, and compliance with PFBC policies, rules and regulations. Review authorized issuing agent reports submitted by the Auditor General’s office. Review information and accounting ledgers provided by the Auditor General’s Office and prepare annual settlement reports for accuracy and findings of audit report based on a calendar year. Answer authorized issuing agent and customer inquiries regarding fishing and boating laws and regulations. Answer authorized issuing agent and customer inquiries on license sales, accounting activities, and financial reporting provided through the Pennsylvania Automated Licensing Service (PALS) authorized vendor regarding day-to-day issues that may arise in the routine operation of the system. Provide Help Desk and support to issuing agents. Post weekly revenues from EFT/ACH process to the appropriate ledgers and journals. Prepare and maintain daily, weekly, monthly sales activity journals and reconcile journals with PALS system license sales activity. Review approximately 700 authorized PALS agent accounts weekly to determine if license sales activity recorded by the systems matches or reconciles to funds remitted through the weekly EFT/ACH electronic funds transfer process. Review license sales activity and revenue collections for various categories of licenses and permits. Provide accounting information to the Budget and Fiscal management staff to ensure that all PALS revenues are received, deposited into the Commission’s bank account, and transmitted to the Department of the Treasury and credited to the appropriate Commission revenue codes. Establish authorized user accounts in various Commission accounting and automated systems. Issue and monitor application materials, process applications, verify Tax Identification Numbers with the PA Department of Revenue and update the proper accounting and automated systems. Record and track authorized issuing agent accounts and provide notices regarding an agent account with past or overdue balances. Prepare and issue bond claim notification letters to insurance companies requesting payment of delinquent agent accounts. Maintain proper accounting files to track and record unsettled account balances. Prepare and issue bond cancellation notices to insurance companies when appropriate. Closes and balances the drawers that staff inputted Boat Registration and Title applications into the Registration and Titling System (RATS). Balance Payeezy credit card program and all Commission credit card transactions within PNC Bank. Runs checks through the check encoder for deposit in the Commission’s PNC Bank Account. Oversee the daily submission of sales reports submitted by the Licensing and Registration Section’s front office, back office, and when applicable, off-site events. Prepare bank deposits for all monies remitted. Maintain adequate account of Commission bank journals and review deposits, transmittals, overnight investments, fee assessments, and other banking activities through hardcopy statements and through online resources (via Pinnacle Web) to verify accuracy. Check and review weekly EFT/ACH process is successful and that all electronic fund transfers are properly recorded. Work to identify and resolve unsuccessful fund transfers, verify and correct account information, and correspond with authorized issuing agents. Contact agent directly in the event the weekly EFT/ACH would not be successful. Ensure PALS system revenue totals balance with each weekly agent account electronic fund transfer. Ensure that boat registration reports and all other Commission revenues for the Division of Licensing & Registration balance and post figures to appropriate general ledgers. Prepare revenue transmittals information for the Revenue Document System (RDS) or SAP System for all revenues collected. Reconcile transmittals and assist in the preparation of routine financial reports. Maintain a record of all issuing agent bank account information and update routing and account numbers on PALS. Account for and process Non-Sufficient Fund (NSF) checks received within the licensing unit and coordinate the recovery of funds with the section’s program administrator. Perform training on proper selling procedures and monthly report preparations. Assist with training employees on new system applications. Act as the lead worker at local outdoor sporting events. Set up license issuing equipment for and assist with the removal of the event display and equipment when necessary. Review and verify the accuracy of newly printed licenses, stamps and permits. Prepare accounting and sales information used to develop and compile shipments of licenses, Use Permit Decals and other Commission materials to authorize issuing agents. Backup to run the PennDot Boat file which consists of clean renewals processed by PennDot. Balances PennDot file total with RATS and prepares report. Prepares all refunds that paid PFBC twice once with a check and also paid with a credit card. Maintain a global understanding of division's operations in order to determine work priorities. Work is occasionally assigned by supervisory staff and is frequently monitored and reviewed for quality assurance and adherence to section goals. Attend quarterly meetings with supervisors to remain informed about policy or procedural updates or changes. Perform other related 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. Issues debits/credits to agents accounts to clear discrepancies. Place holds on agents' equipment when NSF or EFT/ACH notifications are received |
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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. N/A 5. N/A 6. N/A |
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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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