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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50452279 |
Description Activated On: 5/30/2023 7:34:48 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. The primary responsibilities are 1. Fulfilling the accounting and reporting requirements of the PLCB Liquor License Fund in accordance with the Pennsylvania Liquor Code. This position oversees the preparation of documentation to support for annual payments exceeding $4M of liquor license fees returned to municipalities. Fees so received must be reconciled and agreed to the Division of Licensing’s records as well as to Treasury’s record of funds credited to PLCB. 2. Responsible for reconciliation of Lottery transactions being processed at FWGS stores, posting adjustments for store errors, validating the weekly lottery pull from our bank and completing transfer of Lottery Commissions to Treasury on monthly basis. 3. Validating licensing fees received by cash/check/Credit Card/ACH payment methods against the Daily Close reports from Licensing. This position also supervises Supervisor of Cash Section and a Fiscal Technician, who handles Lottery adjustments. |
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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. LIQUOR LICENSE FUND (LLF) The PLCB collects over $4M in liquor license fees from its licensees and this position is responsible for proper collection, reporting, remittance and return of said fees to local municipalities in accordance with the Pennsylvania Liquor Code. Fees collected are verified against fees “due” according to the Licensing Division of Regulatory Affairs for propriety and are followed through the Treasury deposit process to assure that credit to PLCB is properly received. LLF Process: All license fee checks/cash/CC/ACH payments are validated against the Daily Close generated out of licensing PLCB+ system and entered in SAP to transmit to Treasury. Checks are deposited into PLCB Licensing account with PNC Bank via a check scanner. Cash is deposited via a local PNC Bank branch. Credit card and ACH payments are captured in Payeezy and funded into PLCB Licensing account with PNC Bank. Funding is reconciled with the Daily Close report generated out of PLCB+ system. All fees are transferred to Treasury monthly net of any refunds. The fees are recorded in SAP and the Transmittal document number is provided to Treasury to ensure proper credit to the Liquor License Fund. All returned ACH payments are flagged against the licensee in PLCB+ and notify the licensees. Complete monthly, quarterly and semi-annual reconciliations and generate bi-annual statements for licensing to email out to approximately 1400 municipalities, boroughs and townships. Monitor address change requests from municipalities and ACH banking information. Keep log to submit to the Bureau of Licensing to update the changes in the licensing system. Keep log of banking information to be provided to PLCB MIS for biannual payments. Validate the requirements for confirmation of Liquor License Fund payments with independent auditors. This is also an external facing position. The incumbent will regularly interact with cities, boroughs, townships and other municipalities to provide explanations and answer questions regarding license fees returned. Generate CRE40 and CRN1 Report and forward to Director of Finance to be forwarded to PLCB’s External Communications office for press release. Perform research and analysis for the Bureau of Licensing regarding licensees in order to respond to inquiries from the PLCB Press Office for media releases, accounting firms performing yearly audits for municipalities, legislators and other public officials regarding payments from the Liquor License Fund. Perform monthly reconciliation of the Liquor License Fund’s receipts and expenditures with Treasury’s Peoplesoft (Oracle) Financial Portal. The monthly reconciliation includes generating receipt and disbursement reports and schedules which are also used by the Auditor General’s (AG) Office in its yearly audit. Review of the checks for the Liquor License Fund and the State Stores Fund daily with the Licensing Reports. Verify the accuracy of the credit card and ACH receipts daily against the Licensing Report with the Payeezy Credit Card Authorization Report/TeleCheck funding report. Prepare Transmittal of Revenue for the Credit Card, ACH and check deposits in SAP and upload ADI entries in Oracle. At month-end, prepare monthly SAP to Treasury reconciliation of the Liquor License Fund and make accounting entries to correct any discrepancies. Responsible for the Liquor License Fund GAAP reporting package which becomes part of the Commonwealth's Comprehensive Annual Financial Report (CAFR). Responds to the AG's Office concerning data included in the GAAP package. TAVERN GAMES Tavern Games (TG) Application fees and Investigation fees checks are validated against Daily Close and entered in SAP to transmit to Treasury. Upon receipt of the approved Gaming Board’s Investigation fees invoices from PLCB, an Adjustment Memorandum (AM) is completed in SAP to transfer the fees from State Stores Fund to the Gaming Board’s Fund. A corresponding journal entry must be completed in Oracle to liquidate the liability. After Revenue receipted in the Treasury, upload the ADI entry in Oracle to recognize the Application fee revenue and establish a liability for the Investigation fee to pay Gaming Board. OTHER FUNCTIONS Deposit checks through check scanner for deposit of Liquor Control Act Fines and process Revenue Transmittals and upload ADI entries in Oracle. Access PNC Bank portal to verify and validate credit card receipts and initiate wire transfer to the Treasury Portal. Deposit checks through check scanner for deposit for Miscellaneous Revenue received including claims checks and process Revenue Transmittals and upload ADI entries in Oracle. Maintain a spreadsheet for claims checks received with all pertinent data to be submitted to Comptrollers’ office to relieve claims. LOTTERY This position is responsible for supervision of a Fiscal Technician. The FT will run reports and maintain various lottery spreadsheets. This position is responsible for ensuring all lottery information being reported is correct. Monitor creation of Report 585 showing correcting adjustments to various GL accounts for store errors. Ensure all posted lottery ADI entries made in Oracle are communicated to the Comptrollers’ office for timely posting in GL. CASH AND SALES: This position is responsible for supervising the Account 1 position for the Cash and Sales Division and provide support. The Accountant 1 supervises the Cash Receipts section in the Cash and Sales Division and is responsible for management of the 600+ stores daily cash and check receipts by overseeing reconciliation for accurate transfers to the Department of Treasury. Responsible for initiating bank changes and administering PNC app online access for all FWGS stores. Back up for processing and printing Advancement Account checks. 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. This position reports to the Manager of Cash and Sales Audit. Although performance of responsibilities is governed by established policy, procedure and regulation, the incumbent exercises a high degree of independence, judgment, interpretation and initiative in their application. Technical and policy problems are discussed with the division manager and bureau director; however, routine operations and administrative practices of the unit are the responsibility of the incumbent. Directions, instructions and supervision are received through meetings and discussions with management at LCB and Comptrollers, established management directives and through written procedures issued by applicable Commonwealth agencies and personnel. Performance of the incumbent is evaluated through conferences and meetings, observation of the efficiency, economy and effectiveness of practices employed and results accomplished and overall performance in meeting stated goals and objectives. |
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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. N/A 5. N/A 6. N/A |
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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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