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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00184307 |
Description Activated On: 9/21/2026 3:52:45 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. This position performs tasks in support of the Business Office at the State Correctional Institution (SCI) at Somerset and Laurel Highlands in the preparation, review, and analysis of the Inmate General Welfare Fund (IGWF), as well as other fiscal information. Exercise direct supervision over four Accounting Assistants. |
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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. 50% - Specific Accounting Responsibilities: Prepares all financial reports for inclusion into the Monthly IGWF Financial Reporting package for Central Office (CEN). Reports include, but are not limited to: Balance sheets, income statements, A/P aging reports, cash statements, and escrow analysis. Reconciles the IGWF checking account to the monthly bank statements and properly records all adjustments to books of account, check book(s) and/or individual inmate accounts. Posts to IGWF journals and other items of original entry to the general ledger and runs trial balances monthly. Analyzes and reconciles various fiscal reports, such as commissary variance, transfer in/out, and money access account (MAAC). Assesses the monthly CI sales breakdown summary report for the pass-through items, tax for tickets, photocopies & IGWF contributions, vending contract(s), and makes appropriate journal entries. Runs related SAP reports. Collects, summarizes, and reconciles daily transaction summary sheets to the monthly summary of transactions master sheet for use in preparing accounting entries into the IGWF journals. Provides oversight on data entry batches and balancing/posting of transactions to a variety of accounts to include inmates, accounts payable, and accounts receivable. Monitors and reviews anticipated balances of checking and petty cash accounts. Submits excess funds check from escrow account to CEN. Reviews and prepares inmate requests for legal documents relevant to the Prisoner Litigation Reform Act (PLRA) such as In Forma Pauperis. Ensures compliance and collection of inmate debts in accordance with governing laws, policies, and regulations. Coordinates Act84 Financial compliance internally and with various counties, agencies, and states. Participates in the Holloway Hearing Process, when necessary. Processes annual 1099 Miscellaneous Income forms. Submits all escheat forms when required. Audits and prepares the Annual Audit Report for the Johnstown Community Corrections Center including the Recreational Fund, Wage Account and Petty Cash. 35% - Other Management responsibilities: Receives and responds to inmate inquiries regarding potential issues/concerns with individual inmate accounts. Conducts interviews and/or meetings to gather information and recommend resolutions. Prepares legal responses with respect to fiscal policies and financial management complaints. Provides oversight to team activities. Provides instruction and training to other members of the accounting office when necessary. Serves as a liaison and/or point of contact with vending contractors. Provides A/P reconciliation for General fund A/P discrepancies. Manages unclaimed property submissions to state entity. Monitors large value inventories, vending cards, and inmate properties. Performs purchasing card reviews and reconciliations. Approves legal supplies, postage and photocopying expenses for indigent inmates. Responds to Inmate Request and investigates and/or responds to Inmate Grievances. Responds to written inmate grievances and written inmate requests involving Act 84, Victim’s Compensation Fund, and complex issues. 15% - Budgeting: Prepares and requests annual budget for IGWF. Monitors expenditures and manages controls of the IGWF budget. Meets with and reports to the IGWF committee regarding budget status. Meets with and plans spending for special events and religious feasts. Prepares and submits routine and specialized reports. Analyzes, reports, reviews, and advises on inmate organization spending. Performs other duties assigned by the Business Manager and/or Assistant Business Manager. Essential Job Functions: 1. Effectively communicate verbally and in writing 2. Perform accounting operations 3. Review, analyze, and interpret information 4. Perform repetitive motions 5. Supervise and evaluate the work of subordinate staff (if applicable) 6. Establish and maintain effective working relationships 7. Operate basic office equipment 8. Maintain regular and reliable attendance 9. Attend and participate in all mandatory training and/or testing 10. Work overtime as required 11. Travel as required 12. Be mobile over all types of physical surfaces and levels (in an institutional setting) 13. Be visually observant of environment (in an institutional setting) 14. 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. In the management of the Inmate General Welfare Fund accounting, provides the day-to- day managerial decision making, professional analysis of financial data for subordinate staff, and the management of technical personnel. In response to inquiries from staff and inmates: Interpret and administer the Commonwealths, The Department of Corrections and Institution rules and regulations relating to all accounting and a variety of business administrative functions. |
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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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