Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00168338

Description Activated On:  9/8/2025 11:23:09 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 requires the application of moderately complex accounting principles and practices in accordance with Department Policies and Procedures.


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.

Receives invoices via Employee Self-Service (ESS) Portal. Determines appropriate payment method for processing through SAP. Invoices include but not limited to Funds Commitment, Direct Expenditure and Cash Advance.

Responsible for forwarding invoices to the Comptroller’s Office.

Processes payments on Non-Purchase Order invoices through Employee Self-Service-Workflow and obtains Workflow verification approval from a designated Level 1 Approver.

Files all paperwork for State Tax Refund of all applicable fuel purchases every January.

Responsible for submitting payments for all utility bills for Westmoreland County Office and Stockpiles.

Responsible for contacting all vendors with open/outstanding invoices for purchase orders for materials and services.

Reviews all coding on the OS-532 completed by the Mechanical Supervisor. Reviews the SAP-IW33 transaction making sure a valid work order, vehicle number and county are being submitted. Scans all receipts from the Mechanical Supervisor to the SharePoint to match up with the OS-532. Reviews for accuracy.

Responsible for checking the Access Online system daily. Reviews all transactions posted in the system ensuring log number, work order number, GL account, cost center and part number of transactions are added and correct. Downloads the monthly statement for each P-Cardholder at the end of each billing cycle. Reconciles the purchase packages to the statement and notes on each statement the log numbers of each transaction. Reconciles the OS-531 Log for each P-Cardholder. Responsible for filling out the OS-534 for each P-Cardholder and forwarding for review and proper signatures. Responsible for downloading all transaction packages, statements, OS-541’s and OS-534’s to the District’s SharePoint within a 10-day period.

Pulls the PCARS Expense Report monthly around the 21st/22nd to review all transactions for the previous month. If any errors, responsible for completing the FV50 in SAP. Tracks all FV50 posts to ensure the costs are removed.

Answers requests for Contractor Responsibility Program Systems (CRPS) checks when required.

County Liaison to all Municipalities for Winter Municipal Agreements. Processes Winter Municipal Agreements, creates and submits Funds Commitments for new agreements, prepares and submits funding adjustments to existing agreements. Processes all payments.

Prepares and submits all documents and transactions associated with “Severe Winter.”

Responsible for processing all payments through SAP for ice purchases made by Highway Foreman during the Summer Maintenance Program. Reviews all ice reimbursements forms from the Highway Foreman for accuracy.

Analyzes delivery and payment for contract purchase orders for all other commodities and reconciles GR/IR on purchase order line items. Research discrepancies as needed to resolve issues when quantities do not match.

Receives VISA Purchasing Card Audit memo(s) and forwards all documentation to the District Purchasing SharePoint Application within five days of the date of memo.

Responsible for running/distributing the Good Receipt/Invoice Receipt Clearing Account.

Responsible for running/distributing the Blocked Invoice Report.

Reviews the Funds Commitment balances to determine the need for reallocating funds from on fiscal year to another.

Completes/Returns all Tax Exemption Certificates.

Reviews vendor statements for outstanding invoices or discrepancies, if necessary, takes actions on discrepancies.

Performs all other related duties.


SAFETY
1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public.
2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws.
3. Immediately report to your supervisor any incident, unsafe practice, or near miss.
4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident.

SUCCESSION PLANNING
Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees.

FAIR LABOR STANDARDS ACT
Unless otherwise directed by your supervisor or manager, comply with stated work hours for the 7.5/8.0 hour day.

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 incumbent makes independent decisions in accordance with Departmental Policies and Procedures in the performance of duties associated with Accounts Payable, Budget, Finance, etc.

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

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Communicate clearly both verbally and in writing.
 2. Follows oral and written instructions.
 3. Maintains a safe work enviroment.
 4. Utilize proper spelling and punctuation.
 5. Proofread documents accurately.
 6. Operates office equipment such as printer, copiers, computers, keyboards, etc.
 7. Inputs data into a computer.
 8. Maintains, reviews and reconciles files.
 9. Sit for long periods of time.
 10. Prepare and proofread correspondences.