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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50357508 |
Description Activated On: 8/27/2026 10:24:54 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 Administrative Officer 4 position within the Office of the Budget’s (OB) Bureau of Accounting and Financial Management (BAFM) is responsible for the oversight and review of enterprise-wide accounting completed by agencies to ensure adherence to Governmental Generally Accepted Accounting Principles (GAAP), federal grant accounting and reporting requirements, legislative and regulatory fiscal requirements, Commonwealth financial management directives, and budgetary internal controls. The position is expected to provide technical accounting expertise and guidance to Commonwealth agencies to foster state-wide fiscal accountability and transparency to safeguard Pennsylvania’s financial resources. This position reports to the Business Process Owner (BPO) for Finance. The Manager directs and manages the staff and operations of the Commonwealth Financial and Budgetary Accounting (FABA) unit. This individual must demonstrate a thorough understanding of state and federal laws, rules, regulations and procedures impacting the functions of the division and the unit. Emphasis is placed on ensuring that the unit meets specific quality and timeliness standards in performance of duties and provisions of services and that goals and objectives are met. |
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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. This position has Mission Essential Functions detailed in OB’s COOP Plan. Administration and Planning: •With direction from the BPO, implements annual and long-term plans for the assigned unit commensurate with the performance measures established by the Office of the Budget. •With direction from BPO, implements planning and budgeting for the assigned unit. •Evaluates staff performance, prepares evaluation reports, giving staff a constructive evaluation of their work performance. •Provides direction to direct reports in the management and supervision of lower-level employees. •Supports staff career development programs in accordance with Commonwealth personnel management policies. •Reviews and evaluates employee suggestions for improvements. •Ensure that all policies, activities & the deployment of resources within the assigned unit are consistent with the mission of the Bureau of Accounting and Financial Management (BAFM) and the division. Regulatory Compliance: •Assists in the development of Commonwealth Accounting Policy in accordance with Generally Accepted Accounting Principles (GAAP). Develops and maintains policies and procedures related to accounting and reporting, with particular focus on the respective basis of accounting, i.e., cash, budgetary, modified accrual or full accrual. •Develops and maintains a manual of Commonwealth financial, accounting and reporting procedures designed to ensure the proper performance of financial programs administered by the Bureau of Accounting and Financial Management (BAFM) as well as the proper recording and reporting of transactions in the integrated enterprise system. •Assists the Division Assistant Director and BPO with implementing new procedures and procedural revisions to Accounting policy. •Keeps abreast of current and proposed government financial accounting and reporting developments for the purpose of determining their impact on the Commonwealths accounting policy, practices and procedures. Develops and implements necessary changes to reflect the impact of such developments on the Commonwealth. •On direction of the BPO, ensures fiscal and budgetary rules, regulations, and directives that impact the unit are consistently applied to the procedures developed. Operations Management: Performs or oversees the performance of the following functions in the FABA Unit: •Develops and implements protocols for the open item management of various accounts. •Oversee the performance of monthly SAP to Treasury reconciliations required to ensure accurate balances in the integrated enterprise system, including, tracking the number and completion of each type of reconciliation and managing the development or modification of reconciliation process as to ensure that they are completed in the most efficient manner. •Provides support/leads the month-end and year-end financial closing process in the integrated enterprise system including participation in the closing process to ensure that balance sheet accounts are properly posted and that related module balances are properly reflected in the integrated enterprise system’s general ledger balances. •Provides support for the Commonwealth’s ACFR production and audit, including the preparation, accumulation and presentation of information for disclosure in the ACFR and the review of information submitted by agencies/other units. •Responsible for the propriety of the departmental budgetary accounting records and reports, fund reconciliations, master data management, month-end and fiscal year end policies and procedures, and the supervision of staff in the performance of assigned tasks necessary for its achievement. •Provides support toward the successful completion of required budget to actual financial statements and other supplemental information necessary to complete the Commonwealth’s annual comprehensive financial report in accordance with generally accepted accounting principles (GAAP). •Oversee the preparation of Fiscal Year End Budgetary Basis Financial Statements and the Budget to Actual Financial Statements and related notes and supplemental information required for the Commonwealth’s Annual Comprehensive Financial Report (ACFR). •Oversee the creation of all master data in the enterprise accounting system •Coordinates with other divisions and staff involved in the fiscal year-end closing process, as it relates to the reconciliation and review of comptrollers’ year-end accounting records. •Coordinates the revision and issuance of the bulletins and circulars related to the fiscal year-end closing. •Supervises and coordinates the production and issuance of the General and Special Funds Status of Appropriations monthly, which is displayed on the Office of Budget website. • Oversee the receipt, review, and approval of work flowed lapses and federal expirations for state and federal appropriations received from agencies. •Responsible for the annual review and approval of the Pennsylvania Employees Benefit Trust Fund (PEBTF) Administrative Cost Allocation Plan. •Oversees the preparation of the Statewide Cost Allocation Plan (SWCAP) which is required to be submitted annually to the U. S. Department of Health and Human Services (HHS). •Oversee the entry of version 999 Expenditure Symbol Notifications (ESN) budget entries into the enterprise accounting system. •Coordinates and oversees the preparation of the Office of Public Works Administrative Overhead Rate and Information for Final DICAP Settlement in coordination with the Department of Human Services (DHS). •Oversees and coordinates the tracking of up-to-date Departmental Indirect Cost Allocation Plans (DICAPs) from various state agencies. Reports information to management team on bi-annual basis. •Participates as a member of the Financial Management Operating Committee (FMOC). •Participates/leads the Leave Payout (LPO) committee which reviews leave payout rates for the Commonwealth annually. •Oversees the posting of cost allocations into the enterprise accounting system and ensures timely preparation of Due-to-Due-from accounting entries as part of the annual Commonwealth ACFR. •Prepares or directs the preparation of extensive written communications or oral communications to Agencies’ management and contractors relative to accounting and reporting issues. •Provides technical guidance in unique reporting issues and develop and conduct periodic training sessions. •Assists in responding to inquiries for special, enterprise-level, Commonwealth program level or multi-agency reports or analyses. •Serves as primary contact for weekly payroll errors after hours to make needed master data changes so that payroll processing can continue. Continuous Improvement: •Communicates recommendations for process improvement to Division Assistant Director and BPO. •Meets with Division Assistant Director, BPO and staff to define financial issues and to recommend policy and procedures with respect to the budget, administrative and human resource systems and other matters. •Constantly reviews workflow and manual procedures and initiates changes where warranted. •Serves on committees and provides guidance through support and an in-depth analysis to monitor and develop programs involving Financial Management activities. •Oversee and directs staff in the participation and completion of all special projects assigned. These projects could be the result of a pending investigation, litigation, or Bureau of Quality Assurance inquiry and must be completed with accuracy in a short period of time. |
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. Under direction from the BPO, the FABA Manager will be afforded substantial weight and consideration in making recommendations on matters such as: •Personnel management •Redeployment of critical resources to address workload demand •Escalation and reporting of critical issues •Under direction from the BPO, the Manager has the authority and responsibility to develop, implement and administer policies and procedures necessary for the efficient and effective operations of the unit. •Matters that cannot be resolved by the FABA Manager are referred to the BPO for resolution. |
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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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