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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00110062 |
Description Activated On: 7/17/2026 11:29:11 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. Ensures agency spending aligns with budget limits by monitoring appropriation usage, maintaining precise payment controls, and supporting economical use of public funds. Provides support and analysis of accounts payable operations to ensure efficient and accurate processing of agency payments, including expenditures tied to federal and state grants. Allocates expenses to the correct appropriations to ensure all spending directly supports the organization’s mission. |
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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. 1. Ensures payments align with budgetary appropriations and verifies funding to maintain fiscal solvency by overseeing the processing of vendor invoices accurately and on time while upholding all applicable financial, grant, and procurement compliance requirements. 2. Makes recommendations to the Fiscal Division Chief on invoicing/vendor issues that affect the Department’s budget, through clear and concise oral and written reporting with working knowledge of the Commonwealth’s accounting and procurement system. 3. Assists the Fiscal Division Chief with researching and preparation of information of DOS audits, including Commonwealth Single Audits, Auditor General audits, GAAP, and other applicable audits. 4. Maintains a close working relationship with other Commonwealth agencies to ensure implementation and processing of the Department’s and the Commonwealth’s financial requirements. 5. Work with the Department’s Grant Administrator to initiate grant award reimbursements to Counties in the event of a recount, special election, absentee ballot, or HAVA County grants. 6. Initiates continuous process improvements to enhance efficiency and accuracy. 7. Provide leadership and guidance to Accounting Assistant when necessary. 8. Serves as the main point of contact for Sargent’s Court Reporting invoice processing and allocations. 9. Reviews and/or receives approvals to make payment for PO invoices, voucher transmittals, and prenotes for the Department. 10. Reviews, approves and/or rejects requests for the purchase of items or services through the SRM shopping cart process from a fiscal standpoint and ensures they are coded properly. 11. Provides the DOS Procurement Division with a breakdown of funds and financial codes needed to establish new expert witness contracts. 12. Processes and maintains allocations from Departments’ Holding Cost Center (HCC). 13. Allocates various costs such as postage, credit card fees, parking leases, DOS Air Card transactions, etc. utilizing Commonwealth technology and software (SAP, SRM). 14. Determines the spending needs through statistical calculations and information obtained from fiscal contacts to ensure that funding is available for projected expenditures such as Expert Witness contracts. 15. Process fiscal year allocations including North Office Building postage, parking at multiple DOS locations, Genesys, Sargent’s hearings, meetings, and PHIEA, all rebates that are associated with the Commonwealth P-card, air cards, fuel, Home Depot, Corporate card, or preferred hotel, North Office Building Help Desk, stockroom distributions, Governor’s Policy Office, BPOA credit card fees, AT&T, and DGS license postage. 16. Originates and/or replies to correspondence relating to fiscal matters. 17. Provides technical assistance to customers through formal training sessions, informal discussions, or e-mail. 18.Tracks documents to ensure timely processing and completion of all assignments. Prepares reports summarizing fiscal activity, as needed. 19. Maintains knowledge of all applicable laws, regulations, and policies, etc. through reading, research, training sessions and/or meetings. 20. Participates and attends any meetings and/or training sessions relating to fiscal procedures and responsibilities. 21. Maintains ongoing communication with supervisors and subordinates on all work activities, time frames for completion, identified problems, and recommended solutions through bi-weekly status reports, development of project lists, staff meetings and informal discussions. 22. Identifies program issues in need of attention, performs research, coordinates options and recommends potential approaches to address issues. 23. Enters all good receipts against purchase orders using commonwealth technology and software (SAP, SRM) for all departmental purchases. 24. Processes all Telco orders to ensure timely payment to the Office of Administration for all functions associated with receipt of network and phone lines. 25. Processes funds commitment and purchase order change orders as needed to assist in the processing and payment of department invoices. 26. Uses commonwealth technology and software to monitor expenses for program areas and make adjustment entries to correct expenditure codes or allocate costs as needed (SAP, MS Analysis for Office). 27. Researches purchase order invoice discrepancies using commonwealth technology and systems as needed (SAP, FI). 28. Processes and pays invoices via Commonwealth Purchasing Card and allocates transactions accordingly using systems provided to the commonwealth for that function (US Bank Access Online). 29.Originates and/or replies to correspondence relating to budgetary or fiscal matters. 30.Tracks documents to ensure timely processing and completion. 31.Participates in the development and maintaining of desk manuals detailing appropriate operating procedures and policies. 32. Performs other related duties and is available for reassignment as needed at the discretion of bureau leadership. |
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. Work is performed according to established priorities and procedures for assigned areas of responsibility. Work is reviewed through conferences with the Division Chief. Employee is aware of ongoing workload requirements and sets their priorities accordingly. Any unusual problems that may occur are brought to the Division Chief's attention and solutions are worked out through informal conferences. Employee is expected to exercise good judgment and initiative within established policies and procedures. |
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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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