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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00111808 |
Description Activated On: 9/29/2025 2:21:45 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. The Administrative Assistant 1 position is responsible for assisting in all aspects of the administrative functions of the Tuberculosis (TB) Program by performing a wide variety of administrative duties related to fiscal management (contracts/grants/invoicing/purchasing), maintaining the TB Invoicing System and provider payments, recommending Program efficiencies and other administrative assignments as needed. |
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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. Independently prepares, processes, and managed the TB Program Participating Provider Agreement (PPA) and invoices. Provides technical assistance to entities entering into a PPA including, but not limited to signatory authority, consistent address, physicians providing service under the PPA, vendor number, etc. Receives RTKL summary and processes it per departmental procedures. Maintains records of PPA contracts, wage payroll clinicians, and TB medical consultants. Monitors and addresses questions related to tuberculosis clinicians. Independently maintains a spreadsheet of PPA vendor invoice payments on a regular basis. Reviews and analyzes PPA vendor invoices for accuracy and compliance with the contract. Processes and posts all PPA invoices for payment. Consults with program staff on contracting needs. May assist the Project Officer in the development and preparation of new contracts, contract renewals, and contract amendments with the county and municipal health departments. Receives RTKL summary from the project officer and processes it per departmental procedures. May post invoices from the County and Municipal Health Departments. Maintains ledger spreadsheets with budget revisions, SAF, FSR and 10% shifts. This may require creating mathematical formulas. May work with other agencies such as Comptroller and Treasury to resolve or assist in resolving any invoice and budget discrepancies. Reviews Division of Contract bulletins for updates and procedural guidance when preparing expenditure adjustments, purchase orders, SAFs, emergency procurements, contracts, amendments and liquidations. As needed, assists with processing all TB drug orders from the State TB Clinics and coordinating bulk medication orders with wholesaler. Ensures that the requests meet the Program's guidelines for ordering medications and medical supplies. Processes related invoices. Monitors Cardinal purchases by the Bureau of Community Health Systems to ensure accurate accounting as well as ensuring procurement procedures are followed. Maintains current knowledge of the pharmaceutical contract for medications and medical supplies and independently coordinates with the vendors, Office of Procurement, Comptroller, and the Department of General Services as needed. As needed, submits repackaging forms to Remedy Repack and processes invoices for the repackaging of TB medications. Processes invoices for contracted staff. Processes purchase orders for vendors not on contract as needed. Coordinates emergency procurement in the event of nationwide shortage of a TB medication. Maintains accurate electronic spreadsheets for expenditures related to drug and supply purchases and physician billing. Analyzes budgetary trends for forecasting new budget requirements. Processes “Authorization for Services” forms for TB testing. Processes and reviews claims in the TB invoicing system. Independently responds to inquiries from field staff regarding programmatic issues such as services provided and billing procedures. Independently responds to inquiries from providers regarding billing procedures and claim status. Serves to coordinate with the Comptroller’s Office to resolve various TB Invoicing vendor invoice issues. Corresponds with Vendor Registration, current vendors, and prospective vendors. Provides technical assistance to ensure current vendor information is updated and accessible, new vendors are properly registered, and assist with other vendor related issues to ensure positive outcomes. Utilizes SAP to monitor warrant files for payment, check vendor information and other tasks as need for TB Invoicing and other tasks as assigned. Maintains data in the TB invoicing system to include adding new vendors, new procedure codes, and yearly fiscal budget. Works with BIIT to resolve TB invoicing system issues. Tests updates to system based on new functionality or resolution of system issues. Responsible for recommending improvements to office functions including automated systems to manage fiscal operations and other administrative operations. Utilizes various procurement and accounting functions in the SAP system to handle a variety of fiscal issues in accordance with Department policies and procedures. Keep all staff apprised of budgeting, contracting, invoicing, and other fiscal issues. Accesses SAP to monitor contracts and program commitments and expenditures under state and federal appropriations. May review and analyze multiple year fiscal reports to make recommendations based on previous spending history. Consults with program staff on open commitments. Researches and completes transactions (liquidations) that will close open commitments. Requests and approves expenditure adjustments. Organizes and files accordingly all fiscal documents on SharePoint. Back up to CA3 for processing Reimold requests to include all correspondence required for approval. Consults with the program manager for any unusual requests (outside of uses as outlined in the TB manual.) Creates and route purchasing card requests. Creates and routes shopping carts and makes necessary program purchases upon approval. Processes refund checks upon receipt to include completion of necessary forms and submission to Budget and Comptroller. Processes Reimold Trust Fund checks upon receipt to include completion of necessary forms and submission of the request. Provides administrative support to the professional staff in the program and to the Program Manager and the Director of the Division of TB/STD. Provides training and development of new clerical staff and any temporary clerical staff regarding invoice processing and any other financial processes such as PPAs, procurement, etc. Handles the Bureau mail per the Mail Run Schedule and in accordance with the Bureau's mail policy/procedures. Attends Administrative Officer and Project Officer meetings to participate in procedure reviews. Participates in Bureau Standard Operating Procedure meetings and subcommittee meetings to develop and update standard operating procedures as needed. Participates in TB Program meetings as assigned. Maintains a desk manual and updates other TB manuals such as the TB Invoicing Manual as needed. Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Public Health Emergency Response – This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times be received with little or no advance notice, and may continue for any period of time – ranging from a few hours to several weeks, depending on the nature of the circumstance. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for a period of time. Performs 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. Work is performed independently and reviewed periodically by the Program Manager. Makes decisions regarding approving payment of invoices - determines if invoices are complete. If not, independently provides technical assistance to submitter to obtain a corrected invoice. Determines when it is necessary to contact comptroller to resolve SAP issues. Resolves fiscal issues in collaboration with the offices of Comptroller, Budget, and Contracts. Based upon proper documentation, determines reimbursable medical procedures. Determines if and when budget adjustments are necessary. Monitors expiration dates of and independently initiates the PPA process; follows the PPA through the process to execution. Determines procedures for administration functions as defined by the program and keeps updated protocols on file in desk manual. |
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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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