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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00277180 |
Description Activated On: 7/12/2024 3:13:39 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. Assists the District Fiscal Officer in managing and coordinating budget finance, budget, planning, and procurement activities for the District Office and 6 County Maintenance Organizations. |
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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. General administrative responsibilities - budget, finance & procurement activities: Maintains knowledge of policies, practices, and systems to oversee the implementation of department guidance on budget, finance, and procurement activities and transactions. Supervises 2 Fiscal Techs and communicates central office policies to district and county offices. Coordinates problem resolution for issues identified within the district or by central office. Elevates unresolved issues to district leadership and/or central office. Trains county and district staff on courses decentralized to the districts. Identifies training gaps for district/county staff and provides instruction to improve performance. Oversees level one help desk functions for budget, finance and procurement (including procurement and inventory management, purchasing card, and PO invoice reconciliation). Assists in the coordination of district fiscal year-end activities. Budget: Budget Planning/Preparation: Provides guidance and assistance to district and county staff. Reviews spending plans and prepares recommendations. Provides budget allocation data to the Bureau of Fiscal Management (BFM). Prepares and submits expenditure adjustments (FVs-50) and researches and resolves causes of Accrued Unbilled Costs. Budget Implementation/Monitoring: Provides reports and information to district and county managers. Reviews district and county budget status and conducts periodic reviews. Aligns budget allocations and encumbrance documents. Apprises BFM of significant budget issues and requests budget adjustments requiring central office approval. Year-end Pre-Closing/Closing: Assists in mid-year reviews to estimate needs through June 30. Provides data to Bureau of Fiscal Management for appropriation level analysis. Aligns augmentations and encumbrances to eliminate negative balances. Finance: Fixed Assets Program: Serves as the District’s Fixed Asset Coordinator. Works with and takes direction from Central Office Finance to implement procedures within the District and to provide requested information as it relates to the Department’s compliance with Governmental Accounting Standards Board (GASB) Statements. Plant Maintenance: Analyze work order settlement errors and coordinate the resolution of errors with the appropriate program areas. Data Integrity: Monitor s financial postings through standard reports/exception reports developed by Central Office and works with District/County staff to improve account coding accuracy. Serves as Level 2 approver of SRM shopping carts Monitors and ensures corrective action on the following: Open commitments/encumbrances to ensure compliance with MD 310.3 3rd level expenditure postings GR/IR clearing account to ensure compliance with MD 310.31 Interface error correction Work Order postings to incorrect coding Virtual Inventory Balances Incorrectly parked documents Saved as complete documents Audit Coordinator: Serves as the backup f6or all audits in the District and Counties and ensure communication with Central Office Audit Coordinator. Provides follow-up on audits and monitors progress on corrective action and ensures that responses are provided timely to auditors and Central Office Audit Coordinator. Invoice Processing: Monitors invoice processing within District/County Offices to ensure timely payment to vendors. Accounts Receivable: Ensures receivables are established appropriately and timely and that revenue collections are monitored. Revenue/Refunds of Expenditures: Oversees the processing of revenue for the district to ensure timely deposits. Procurement: Supervises district fiscal techs and oversees operation of the district office storeroom. Analyzes purchasing, purchasing card and PO invoice reconciliation activities, identifies issues for corrective action, and coordinates matters that need to be referred to Office Services. Coordinates settlement agreement requests for District Executive signature and serves as the point of contact with Office Services and Office of Chief Counsel on follow-up questions. Coordinates emergency procurement requests for approval by District Executive or designee, Office Services or the Department of General Services. Serves as district Purchasing Card coordinator: Disseminates information, verifies monthly reconciliations/reviews completed, and establishes/monitors card needs, limits and blanket approvals. Monitors spending reports and completes quarterly quality assurance reviews and follow-up. Serves as an escalation point to Office Services and Office of Chief Counsel for vendor issues. Monitors County and district PO invoice reconciliation efforts and works with invoice reconcilers when issues arise. Monitors purchases through purchasers to ensure procurement continuity and monitors liquidation of completed documents. Performs other related work as required. Safety (all employees): 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. 5. Evaluate contractor operations: -Immediately stop unsafe actions -Engage in ongoing safety dialogue with the contractor’s leadership 6. Promote a CULTURE that emphasizes SAFETY as a core value: -Immediately stop any unsafe actions. Incorporate safety into all discussions, deliberations, and decisions. -Continuously communicate the safety direction. -Inspire employees to be a MODEL for safety. -Encourage and support safety initiatives and programs by participating and involving staff. -Recognize safety daily. -Acknowledge EXTRAORDINARY achievements. -Learn and improve through After Action Reviews (AAR’s) -Enforce accountability. Succession Planning: (Employees): Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Managers/Supervisors Actively engage in succession planning by assessing potential vacancies; identifying current and future critical needs and competencies; and assessing the interest, availability, and readiness of current staff and candidate pools. Work with employees to complete and maintain a Career Development Plan. Engage employees and recognize employees and their accomplishments. Establish a mechanism to identify, capture, and share explicit and tacit program/technical knowledge among staff. Department Green Plan Policy: As part of PennDOT’s MS4 obligations including NPDES Permit compliance and stockpile good housekeeping, all Construction Inspection Employee, Manager & Supervisor and Maintenance Employee, Manager & Supervisor PD’s must include the following statement: Commit to following the Departments Green Plan Policy (Pub 712) and the associated principals. Failure to comply with Department Green Plan Policy shall be documented in employee’s performance review. Fair Labor Standards Act (FLSA): For Supervisors: Understand your responsibilities as a supervisor under the FLSA to ensure that employees are paid appropriately for hours they worked – i.e. all time spent furthering the business of the Department. Ensure that your employees are performing work only within their regularly-assigned shift hours, unless overtime has been directed and approved in advance of completed work. There should be no confusion as to when work has officially started or ended. Ensure that all hours employees work are fully accounted for on payroll sheets. |
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 analyzes district and county budget/finance/procurement activities and identifies issues for corrective action. Coordinates problem resolution for issues identified within the district or by central office. Elevates unresolved issues to district leadership or to central office budget/finance/procurement staff. Determines work priorities, assignments, and deadlines for district fiscal office personnel. Identifies training gaps for district/county staff and provides instruction to improve performance. Independently determine required budget adjustments for Local and County bridge appropriations within budgetary constraints. After review, recommends budget adjustments in other appropriations for the approval by higher level District Fiscal Office staff. |
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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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