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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50362578 |
Description Activated On: 11/13/2023 7:13:09 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 position serves as the Sales Audit Manager within the Cash Management and Sales Audit Division at the Pennsylvania Liquor Control Board. This position is responsible for overseeing internal operating controls, processes, and practices for the Sales Audit team. This position is also responsible for managing the sales audit process for the point-of-sale (POS) transaction data for PLCB Wholesale and Retail operations, which encompasses $2.5+billion of revenue generated by ~600 retail locations to identify and mitigate irregularities. In addition, the position is responsible for developing sales auditing processes for any new retail promotional programs to ensure they are current, adequate, functional, and compliant in accordance with accounting standards and policies established by the government and the agency. The position works closely with the Bank Audit Manager to ensure remittances are transferred to the Commonwealth Treasury properly, internal controls are in place, and all accounting related activities are properly performed in a timely manner. This position will oversee the accounting and reporting of the Liquor License Fund in accordance with the Pennsylvania Liquor Code, overseeing the annual return of $4M+ of liquor license fees to municipalities. This position will supervise a team of lower-level accountants, reviewing their work and providing guidance. |
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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. Manages the planning, development, implementation, compilation, and preparation of internal POS audit activities and serves as primary Finance contact for ReSA. Manages the review of POS transactions using internal systems and programs to identify and resolve transaction errors. Reports potential fraudulent POS activity to Loss Prevention, Bureau of Audit, and Management. Reviews transactions, exceptions, and/or errors raised by the Sales Audit Supervisor and Sales Audit team as part of the sales audit process. Provides guidance, investigates the exceptions and recommends/approves corrections as appropriate. Monitors, analyzes, and reports on various activities within the POS system, including exception reporting, and tender authorization and processing. Manages the relationship with the Bank Audit team to ensure items found through the bank reconciliation process are investigated and addressed in a timely manner. Manages the chargeback process, including the investigation and resolution of all credit card chargeback issues as well as requests for information from the various credit card providers. Serves as primary contact for the Help Desk. Manages staff activities to address inquiries through investigation, and where appropriate, corrective actions. Re-direct inquiries to other departments as needed. Identifies business process risks and areas of concerns relating to specific PCLB locations. Communicates identifying underlining problems and provides recommendations to policy and/or process changes through collaboration with Bank Audit, Loss Prevention, Operations and Bureau of Audit teams. Reconciles POS transactions to the general ledger. Develops and tracks Key Performance Indicators (KPIs) relating to sales audit activities working closely with Bank Audit, Loss Prevention and Operations. Communicates results to Finance Management and Operations. Collaborates with internal personnel including Data Governance, Information Technology Services, Retail Operations, Special Orders teams and other Finance groups for POS system related issues. Manage staff activities relating to NSF payments for ACH, Credit Cards and Checks for Wholesale, Retail and Licensing including maintaining NSF flags in Oracle. Manage processing of transactions relating to Limited Release Lotteries. Serves as primary contact for resolving Gift Card issues. Provide support for reconciliation of Gift Card liabilities to General Ledger. Review activities relating to the semi-annual return of License Fees to Municipalities. Review activities relating to License Auctions, including reconciliation and handling of surety fees. Responsible for the preparation of monthly journal entries and balance sheet account reconciliations for cash and sales related balances. Manages and/or reviews preparation of month-end journal entries relating to Sales Audit activities and Bank Audit as appropriate. Assists in the development of the annual audit plan through discussions with Management and collaborates with Bank Audit to develop a systematic evaluation of risk factors for the agency. Maintains relationship with financial institutions, credit card vendors and processors in coordination with Bank Audit Manager. Reconciles bank and service provider fees and provides analysis of fees to Management. Performs other related duties and assistance with projects as needed. Collaborates with the Bank Audit Manager and other functions (Office of Information Technology, Retail Operations etc) to develop and enhance processes needed to perform the Sales Audit function. Monitors the activities of staff, ensuring that objectives are achieved and assigned tasks are completed on time. Assists lower-level auditors in reconciliation by providing data on sales, credit notes, gift certificates, mail checks and other tender types to ensure that sales are properly stated on the general ledger. Performs the full range of supervisory duties that include: Supervise, direct and review processes of staff in the Cash Unit. Delegate workflow as necessary to complete daily tasks and monthly goals of reconciliation. Review monthly reconciliation for unresolved items, observe or assist with corrections and direct staff in timely completion. Prepare employee performance reviews, update manuals any changes in process and procedures, complete position descriptions and outline essential job functions for Fiscal Technicians. Responds to staff inquiries and assumes responsibility for issues beyond their authority or outside of their role. Assign projects as necessary. Approve leave requests to ensure sufficient staffing to maintain operations. Performs related duties and ad hoc assignments 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. Work is performed independently within generally established parameters and guidelines. This position will address issues that are outside of generally established guidelines and make decisions related to the correct processing of actions in accordance with generally accepted accounting practices. As issues arise which impact the ability to complete critical functions in a timely manner, impact operations (eg. missing transactions, bank/credit card processing disruptions), or are outside of delegated authority levels, the incumbent will discuss with the respective chain of command. |
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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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