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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00104696 |
Description Activated On: 3/11/2026 11:45:31 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. With the direction and assistance of a Fiscal Management Specialist 3 (FMS3), this position performs budget administration and maintenance of multiple agency budget appropriations {Administrative, Investment Related Expenses (IRE), Defined Contribution (Act 5), Health Insurance Account - Premium Assistance, Health Options Program, and Directed Commissions} in the Budget and Accounts Payable Section of the Investment Accounting & Budget (IA&B) Division. The agency’s budgets relate to different types of appropriations (budgeted, non-budgeted, and restricted revenue) and also involve augmentations and a variety of commitment items. Maintains timely records of agency expenditures and allocations utilized by agency management and support staff. Prepares supplemental reports for senior management; reconciles agency records with the Commonwealth accounting system, (SAP), and advises Comptroller Operations of year-end closing projections. Major areas of responsibility include: (1) Serves as budget coordinator for the Office of Financial Management, providing support to the Chief Financial Officer (CFO) (2) Acts as PSERS' Agency Corporate Card Coordinator, Travel Card Coordinator; and as a backup for all Accounts Payable duties, and, (3) Assists in the preparation of sections of PSERS’ Annual Budget Report to the PA House and Senate Appropriations Committees and supporting materials for the Executive Director, Board Chair, Chief Investment Officer (CIO) and CFO for PSERS’ annual appropriations hearings before each committee. Act 5 of 2017 created two new hybrid defined benefit/defined contribution plans and a stand-alone defined contribution plan. This position will be responsible for maintaining the budgets, tracking and analyzing the expenditures, reconciling the activity and balances to SAP, and preparing reports for senior management related to the Act 5 plans. Duties also include assisting in the maintaining and updating of the agency’s performance objectives and measures that are published in the Governor’s Executive Budget each year. The position is expected to operate independently and to demonstrate sound judgment, with an acute attention to detail, and strong analytical skills to ensure accurate and comprehensive Budget reporting and accounts payable processing. This position assists the FMS 3 in recommending ways to obtain budgetary savings. Work is reviewed through conferences and evaluations. Extensive use of and proficiency with Microsoft Office suite of products, (Excel, Word, Outlook, etc.), is required. Once fully trained, this position will acquire proficiency with SAP along with Workiva, the agency’s software for publishing the Budget Hearing Document and the Annual Comprehensive Financial Report (ACFR). |
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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. Supports Fiscal Management Specialist 3 with preparation of the CFO’s reporting to PSERS’ Board at each Board meeting of the Quarterly Budget and Expense Comparison for the Administrative and IRE funds. Provides administrative budget support for the various Division Managers within OFM, as well as for the agency overall with a complement of 387. Analyzes operations, policies, procedures, and problems, prepares a detailed and comprehensive report of findings and recommendations, and implements approved procedural or policy changes. Assists with the preparation of PSERS’ Annual Budget Report to the PA House and Senate Appropriations Committees and serves as an integral part of PSERS Budget Hearing team. Submits various components of the report for review and revision to the Fiscal Management Specialist 3, the Director of IA&B, the CFO, and multiple PSERS’ staff members and ensures that the edited information is returned to meet the required publishing deadline for this critical agency report. Analyzes data for accuracy and consistency throughout the report and provides supporting materials for the Executive Director, Board Chair, CIO, and CFO to utilize during the hearing before the PA House and Senate Appropriations Committees. References the annual Actuarial Valuation, ACFR, and other materials to obtain, analyze and evaluate various information and figures and determine the most effective information to be used in the Annual Budget Report. Reviews, creates materials, and provides budget-related technical guidance for the entire Budget Report and Budget Highlights Report (PSERS on Point). Attends Budget Hearings to provide technical assistance only to PSERS' Executive staff in assisting them to respond to questions from Appropriations Committees. Responsible for examining, recommending approval or disapproval, and recording requests for budget adjustments and/or revisions. Evaluates, and approves internal documents for requests to purchase. Responsibility includes notating internally prepared Discretionary Budget spending requests, authorizations/denials, and reporting, including associated notifications. Assists the FMS 3 with gathering data used in various PowerPoint slides for the CFO’s presentations for PSERS’ Board meetings, the Annual Budget Report, the ACFR, PSERS’ Senior Staff meetings, the Governor’s Budget Office, and any other requests as needed. This requires collecting, researching, interpreting, analyzing, evaluating, and summarizing data, and preparing various charts. This position has responsibility for monitoring detailed budgetary and expense records for the Office of Financial Management (OFM) and is responsible for coordinating with the Fiscal Management Specialist 3, OFM’s Administrative Assistant and Division Managers to develop budget estimates for OFM with a budget of approximately $7.0M. This involves analyzing current budget activity and making recommendations for funding modifications throughout the year. Monitors budget expenditures of OFM to ensure adequate funds are available for requested purchases and provides the CFO with recommendations and suggestions when issues arise. Responsible for working with various bureau directors and budget contacts to formulate the Act 5 Defined Contribution (DC) budget and line items required within the Administrative budget for Act 5 Defined Benefit (DB) costs. PSERS has both a budgeted and non-budgeted appropriation for Act 5 DC costs. This position will be responsible for tracking both the DC and DB expenditures related to Act 5, reconciling the activity and balances to SAP, and preparing reports for the CFO and senior management related to the Act 5 plans. These duties will include working closely with the Third-Party Administrator (TPA) of the DC plan to formulate the per participant rate that will be charged to the participants in order to reimburse the agency for its administrative expenditures related to the DC plan. This will require timely and accurate data being provided to the TPA on an annual basis. Determination will need to be made each year if PSERS has sufficient funding to pay for these costs or whether PSERS DC administrative costs will be incorporated into the overall DC participant charge rate. This position receives significant work-related guidance and support pertaining to the Investment Related Expenses budget from a lead worker (Investment Accounting Specialist) in the Investment Reporting & Payments Section of the IA&B Division. This position has responsibility for maintaining and updating the agency’s performance goals and measures in the Governor’s Budget Office Performance Plan Database. The Fiscal Management Specialist accomplishes this by working with various bureau directors to clearly define and update the database with the intended results for the budget year by setting goals, linking goals to measurable objectives, and identifying performance measures that track progress toward objectives. Measurement data is gathered annually for existing objectives and updated in the database by this position which is eventually utilized for publishing in the Governor’s Executive Budget. Responsible for analyzing expenditures to ensure accuracy of coding for all organizational (cost center/fund center) and Commitment Item/General Ledger Accounts both budgeted and non-budgeted appropriations and ensures proper funding is in place. Examines these expenditures for all PSERS Appropriations in the Commonwealth's Accounting System, SAP Funds; both appropriated and non-appropriated. Extensive analysis is performed, and Business Warehouse is heavily utilized in this effort. Responsible for initiating corrective action using SAP, ensuring corrective action is posted accurately, and, providing details to co-workers as necessary. Examines, analyzes and compiles budget requests for each bureau/organization within PSERS for approval by Executive staff. Meets on a regular basis with PSERS Chief Technology Officer and, on an as needed basis with directors of other bureaus, to review budgets and spending projections and provide guidance on the availability of funds. Analyzes requests for thoroughness, accuracy and conformance to agency goals and objectives. Ensures procedures and regulations are followed. Advises management and provides technical assistance to bureaus/organizations during the year-long budget process. Responsible for populating the Commonwealth's Budget system, (BPC), with PSERS’ Budget Request and Re-budget data. Utilizes Business Warehouse to verify the accuracy of the budget data. Responsible for the regular preparation, as well as ad-hoc, of budgetary reports for PSERS’ Executive staff and senior management. Maintains timely records of agency expenditures and allocations and ensures that agency records reconcile to the Commonwealth’s Accounting System, SAP/IES (Integrated Enterprise System). Extensive knowledge and skill in use of Microsoft Office applications and SAP is required. Analyzes operations, policies, procedures, and problems, prepares a detailed and comprehensive report of findings and recommendations, and implements procedural or policy changes. Responsible for preparation of time sensitive material as may be required by Chief Financial Officer, PSERS’ Executive staff, Director of IA&B, and other members of senior management. Time sensitive material must also be supplied to the Office of the Budget, Office of Comptroller Operations, vendors, and others. Material includes, but is not limited to, internal reporting, Budget Request or Re-budget Request documentation, invoice related material, Budget Hearing material, and related information. Acts as Agency Corporate Card Coordinator, Travel Card Coordinator and backup to Agency’s Accounts Payable functions. Maintains list of the Agency’s holders of Corporate and Travel cards. Coordinates the assignment of new cards to employees. Monitors employee statements to ensure timely payments by the cardholder and contacts those with overdue balances. This position is responsible for ensuring that Travel and Corporate card transactions meet Commonwealth policies and directives. Perform tasks as may be directed. As a back-up, monitors accounts payable workflow for accuracy and completeness, matches invoices to Purchase Orders and performs other accounts payable duties as may be required. Responsible for viewing Management Directives, Administrative Circulars and/or Manuals for their applicability to Budget and/or Accounts Payable processing. Performs other related duties. |
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 will be responsible for the identification of reconciliation differences and takes corrective action. Reviews budgets and projections with bureau managers and provides direction on the proper use of funds. |
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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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