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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00171124 |
Description Activated On: 8/31/2026 10:44:59 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 assistant to the Corrections Institutional Business Manager. This position performs clerical-accounting tasks in support of the SCI’s Medical, Education, and General Funds. |
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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. 30% Reviews purchase orders (PO) and contracts for accuracy and correct funding and general ledger codes. Coordinates with Purchasing Agents of any changes that might be needed against POs, which includes increases/decreases in quantities, lines required to be added to POs for additional services provided, etc. in order to properly pay vendors. Reconciles monthly bank card statements. Enters all information into the APR system as payments occur and statement is reconciled. Scans and uploads all documentation into the APR system. Completes refunds of expenditures for checks received to offset expenditures. Runs a daily report in ESS for blocked invoices. Reviews and researches blocked invoices by contacting the necessary individual(s) for the steps to correct the problem. Ensures all discrepancies are corrected and invoices are released for payment. 25% Enters all advancement account invoices in ESS for payment. Prepares checks for advancement account and ensures each has a purchase order, invoice, and/or receiving report as backup. Prints monthly report of advancement account checks issued for auditing purposes. 15% Reviews all purchase orders monthly to verify delinquent payments/reimbursements. Verifies that items have been received before contacting vendors with payment discrepancies. Contacts warehouse staff with receiving inquiries and notifies them when the items should be received for POs when necessary. Emails invoices to the Comptroller's Office. Ensures copies of monthly utility bills are recorded and processed for payment. Completes inmate payroll multi-entry transactions through ESS. 15% Maintains an organized and efficient filing system for all accounts payable documents in an alpha-numeric manner. Initiates and resolves problematic invoices with vendors. 10% Performs miscellaneous accounting transactions (i.e., Vending Cards, Escrow, Assessments/Misconducts, Transfers in/out, Miscellaneous invoices, Fines/Damages, TMS maintenance/Vendor Reports). Reconciles posting and transactional work, as well as bank balances. Receives cash and checks and prepares deposits for various IGWF enterprises and activities. 5% Performs other related duties as assigned. Essential Functions 1. Perform mathematical computations 2. Perform repetitive motions 3. Review and analyze information 4. Effectively communicate verbally and in writing 5. Establish and maintain effective working relationships 6. Operate basic office equipment 7. Maintain regular and reliable attendance 8. Attend and participate in all mandatory training and/or testing 9. Work overtime in compliance with provisions of the Collective Bargaining Agreement 10. Travel as required 11. Be mobile over all types of physical surfaces and levels 12. Be visually observant of environment 13. Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet) |
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. Routine work is completed independently, with periodic review by the supervisor as necessary. New or special problems or questions are referred to the supervisor with recommendation for action. Changes in operational standards, procedures, and work policies are discussed in detail with the supervisor. |
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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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