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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00183682 |
Description Activated On: 8/8/2025 7:58:36 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 is responsible for providing clerical-accounting support in the Inmate Accounts section of the SCI Laurel Highlands Business Office. This position is responsible for performing bookkeeping duties, including recording, reviewing, classifying, and processing inmate transactions and revenue-producing activities under the Inmate General Welfare Fund’s (IGWF) Accounting Manual. |
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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. 25% Prepares and issues release forms and notifications when inmates are released. Prepares letters to accompany balance of account checks to released inmates. Refunds prepaid phone time to the inmate’s account and maintains log of amounts on Excel spreadsheet that is submitted for monthly reimbursement. Reviews personal property list and retrieves any items to be disbursed to inmates upon release. 20% Processes payments for IGWF Fund, Inmate outside purchase requests and inmate service organizations. Processes blocked invoices and reviews receipt of services for large contracts for Advancement Accounts Payable. 15% Reviews all inmate Cash Slips (form DC-138A) to ensure appropriate signatory. Processes and posts inmate cash slips for inside and outside purchases, and ensures expenditures are consistent with DOC and institution policy. Returns disapproved cash slips to the inmate or Security for resolution. Posts bulk transactions in QuickBooks software. 10% Performs miscellaneous accounting transactions (e.g. 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. 5% Receives cash and checks and prepares deposits for various IGWF enterprises and activities. 5% Updates Batch Log and records commissary sales, payroll transactions, J-Pay and other electronic transactions in QuickBooks on a daily basis. Processes necessary invoices related to each function. 5% Answers requests from inmates concerning their account; answers inquiries from inmate families with appropriate confidentiality; and answers questions/requests from other staff regarding inmate account issues. 5% Completes transactions in the cable system which includes entering new subscribers, changing cell locations, and deleting accounts due to cancellation or insufficient funds. Maintains files and keeps up to date on all changes occurring, allowing for accurate deductions once a month when cable is automatically deducted from inmates' accounts. Verifies deductions for service between the DOC Mainframe and the cable program; resolves all discrepancies. Prints the Master Cable List and distributes copies to all housing units. Completes manual deductions and refunds. 5% Verifies required documents and assists in entering Act 84 and Act 85 (Crime Victims Compensation Fund) amounts in the Integrated Offender Case Management System (IOCMS). 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 (in an institutional setting) 12. Be visually observant of environment (in an institutional setting) 13. Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet) [in an institutional setting] |
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. In response to inmate documents submitted, this work involves reviewing the documents for conformity with Department and Institution policy. Non-conforming documents are returned to the inmate. New or special technical 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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