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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00262816 |
Description Activated On: 6/18/2026 11:08:11 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. Under the general supervision of the District Administrator, performs a broad range of fiscal operations to allow for the authorization and invoicing for participant services. |
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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. Works independently under the general supervision of the District Administrator. Monitors and controls operations of the District Office’s fiscal processing system. Recommends and implements changes to procedure to resolve any problem areas and/or enhance system efficiency. Monitors service authorizations and purchase orders to assure proper management of cash flow and to ensure that funds requested do not exceed funds available in various grant categories. This position is Central Office’s sole fiscal representative in the District Office. Responsible for all fiscal transactions in the Office of Vocational Rehabilitation (OVR) District Office. Reviews all service authorizations in the CWDS System for accuracy and conformance to current fiscal policy and procedure and returns incorrect service authorizations for correction. Authorized to make changes in funding codes as needed. Recommends to clerical, counselors, supervisors or management any fiscal action necessary for proper processing of fiscal documents relative to fee catalog coding, allowable service amounts, proper case justification, and timeliness. Processes and reviews all purchase orders and letters to participants for services. Ensures supporting documents are included. Uses the pending status for service authorizations being held for various reasons. Approves claims, as appropriate, according to fiscal procedures. Reviews written bids to determine compliance with OVR bid procedures. Assures required management signatures are documented as per agency fee catalog and individual consideration. Receives and approves service authorizations for participant equipment. Orders, assigns and enters tag information into the CWDS system. Returns tag to the service authorizer and maintains equipment tracking. Assures proper justification is given when backdating the effective date of the Purchase Order, which is specifically given to this agency through Central Office. Responsible to review invoices and reimbursements as received from providers for completeness and accuracy. Processes payment of invoices for all participant services. Communicates directly with providers, appropriate staff, Central Office, etc. regarding any problem areas and maintains system for staff to check and sign necessary invoices and documents. Ensure necessary supporting documents are attached. Upon receipt of invoices, amend service authorizations as necessary. Responsible for maintaining use of the Client Services Purchasing Cards for the District Office, following all procedures including completion of the Transaction Log for reconciliation and verification against the Active Pay System and the monthly credit card statement. Reviews and analyzes appropriate reports from Central Office contrasting them with District Office reports for purposes of reconciliation and budget projection. Analyzes all appropriations received by the District Office, informing District Office Administration of any projected deficiencies or funding surpluses. Monitors allotment and revenue received and expenditures incurred by District Office programs. Completes refund documentation and assigns proper account codes. Reports any problems, discrepancies or trends to District Office Administration. Reviews Management and Budget and Federal Circulars providing fiscal guidelines concerning allocation of costs, property management, accounting requirements, etc. Implements procedural changes as mandated by the POA OMB and Federal circulars. As an Ad Hoc licensee, uses the ad hoc reporting tool to generate and maintain ad hoc or on-demand reports using a web-based application as needed/requested. Provides all fiscal technical assistance to District Office staff, other agency District Offices, HGAC staff and participants. Communicates with office staff to provide instruction and guidance on fiscal policies and issues including bid documentation, sole source documentation, special agreements, etc. Provides training and assistance for District Office fiscal backup person. Involved in fiscal orientation and training to all new District Office staff, and functions as a fiscal procedure resource, providing guidance to other new Fiscal Assistants in the agency. As the local office Provider Enrollment Representative, submits for approval all provider requests. Processes online provider applications. Determines if the provider is submitting a standard application or applying for a unique service, in which case additional documentation is gathered. Completes service application process and approves existing providers for a new service at the local office level by adding a service to the business folder online. Links service to provider’s business folder online. Investigates any linking problems with either local office management or central office fiscal staff. Assists agency providers with purchase order and billing inquiries, as well as processing procedures. Compiles provider billing systems in accordance with OVR payment procedure. Receives, coordinates and prepares replies to correspondence relative to all aspects of fiscal operation, including refunds from providers and inquiries from the comptroller’s office, as well as those from other District Offices. Obtains photocopy of checks from comptroller when necessary and appropriate, initiates follow-up correspondence with provider. Advises District Office Administration of concerns, offers recommendations to solve problems and enhance fiscal flow. Views and validates open encumbrances online. Use the online rollover process to move encumbrances to the new fiscal year. View invoices and reimbursements online and cancel if necessary, at any time. Involved in budget meetings with District Office Administration and other appropriate staff to identify and resolve any issues/problems with individual budget funds. By monitoring of purchase orders regarding their activity or lack thereof, offer suggestions in better utilizing office funds. Resolves funding stream problems through canceling and reauthorizing as needed. Processes daily mail to assure all documents are stamped and properly assigned, then routed to appropriate personnel. Assigned as backup for procurement duties, which may include: using my office purchasing card account; independently ordering and maintaining office inventory of consumable supplies, forms, equipment, etc.; procurement of reasonable accommodation equipment for office; maintaining contact with Central Office personnel regarding proper procedural updates. Maintains spreadsheet for office computers and peripheral equipment inventory and assignment, working with the District Computer Coordinator to ensure maintenance and issuing is accomplished efficiently and effectively. Performs other duties as assigned. |
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. Independently performs work assignments with oversight by management at regular intervals to ensure compliance with fiscal policy and guidelines. Submits case budgets classified as sole source, “individual consideration” and “large ticket” items for management approval prior to computer input. |
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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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