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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00243695 |
Description Activated On: 3/25/2026 2:08:21 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. Provides office support and guidance within the department to ensure its operations are conducted efficiently and effectively. This position is responsible for keeping inmates' accounts up to date and accurate. This position is responsible for all inmates releases and transfers. Responsibility for keeping accurate file of approximately 1200 inmates. |
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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. Contact person for the inmate accounting office regarding all aspects of inmate accounts including the following: Answering requests and inquiries from the inmates concerning their accounts and resolving any discrepancies. Investigating inquiries from the Superintendent’s Assistant and the Accountant regarding grievances. Investigating and resolving inquiries and problems with inmate accounts as requested from counselors, unit managers, etc. Investigating requests from inmates concerning orders that were received and determining if the checks were cashed. Typing memos, providing account summaries, and returning telephone inquiries to appropriate personnel requesting balances in an attempt to resolve discrepancies of inmate accounts. Working with the security office in providing information for inmate accounts. This includes copies of inmate accounts, cash slips, or cash transaction receipts. Post all entries in Gravity in an accurate and timely manner so that inmate accounting records are always current and up-to-date. Properly maintaining batch log by insuring batch numbers are taken in order and amounts are posted correctly. Each group of transactions is to be batched with a number. The batch number is recorded and posted. All transactions are posted in the inmate ledger for various purposes such as closing and verifying totals. Make sure all checks (written, voided, and blank) are properly accounted for. Make sure all receipts are accounted for. Deposits should be made in a timely manner. Prepare inmate monthly statements and distribute them to appropriate personnel. Process transactions concerning outside bank accounts; locally and out of town and provide information concerning these accounts to inmates. Responsible for filing and safekeeping of inmate personal property in the Inmate Accounts safe. Make sure that all personal property belonging to inmates are given to inmates upon release or transfer from SCI-Chester. Balance inmate accounts at the end of each day which includes balancing the batch log and worksheet with the batch summary listing from the inmate banking system and resolving any discrepancies. Balance Gravity daily. Responsible for payment of state property destroyed. The Hearing Examiner, Superintendent or the courts determine the amount of the fine. A list is compiled of all charges to be deducted, where to send payment and other needed information. This list is given to the Accounting Assistant for further processing. Original copies of misconduct transmittals or letters are filed separately. Any additional fines are added to the payment statement and the Accounting Assistant processes those charges appropriately. Access and maintain in accordance with DOC directives the accounts of those inmates who owe court cost, fines and legal fees. Responsible for completing different types of court forms, as directed by the courts. These forms require a present balance in most cases and a six month average balance on occasion. Create reports on ACT 84 and CVCF inmates from inmate banking system when necessary. Upon receipt of a court order, set up the payment information in the inmate banking system and notify inmates that deductions will be forthcoming. Provide assistance on inquiries regarding ACT 84 and CVCF. Process releases when inmates are discharged from PA DOC. This includes posting payroll and reimbursements for cable, release cards, etc, if necessary typing the checks, preparing and issuing release forms. Must be aware of the cost of transportation to ensure that his funds cover the price of transportation. Process cable charges each month. This includes setting up the account to receive cable in the inmate banking system, processing turn-ons and turn-offs in the cable system. Cash slips are prepared for processing by being sorted, checked for signatures and then batched. Cash slips are returned to inmates who do not fill them out properly. Supply support services to other inmate accounting offices which may include training for all aspects of inmate accounting, the inmate banking system, and the IGWF Gravity program. Transfer accounts of all inmates who are physically transferred into and out of SCI-Chester in an accurate and timely manner. Also, transfer accounts when requested by other institutions and ensure that it is received back in an accurate and timely manner. All transfers must be logged into a journal as to whether the inmates account has been transferred in or out of SCI Chester and if the balance is negative or positive. The total is calculated at the end of the month and must match the monthly transfer log. Accounts are closed or opened as needed. Cross train temporary and permanent staff in duties and responsibilities of Inmate Accounting checking work for accuracy. Ensure that the general day-to-day transactional processing (posting receipts, outside purchases, postage, ACT 27, voided checks, etc.) is processed according to schedules and deadlines. Perform other Inmate General Welfare Fund and Business Office duties as required. |
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. Employee has been granted the authority to post additions to or make deductions from inmate's account necessary to fulfill her duties listed in her job description. Employee has also been granted the authority to research problems and answer inquires of inmate accounts from DOC staff. Employee also has the authority to make adjustments and grant refunds to inmates for errors on their accounts arising from employee's normal operating job duties. Requests for adjustments to inmate's account which does not arise from her normal job duties, should be referred to the Accountant. Employee must submit all checks to the Accountant for signature as employee does not have check signing authority. Also, employee does have access to safe contents but does not have direct access to the safe. Employee should refer to Accountant. Employee does not have authority to make decisions of a supervisory level. |
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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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