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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50602526 |
Description Activated On: 7/13/2023 8:32:32 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. PA CareerLink (PACL) Finance and Budget Unit serves as the centralized Bureau procurement operation, accounts payable and reimbursement billing, which supports over 400 Bureau staff in 60 locations across the Commonwealth’s PACL system. Procurement activity generates expenditures annually of over $8 million, including expenditures made on behalf of 5 other Labor & Industry bureaus which co-locate and share costs with BWPO and with non-L&I agencies at PA CareerLink locations. |
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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. 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 staff position is responsible for the performance of financial workforce services within established work procedures and guidelines for the Bureau's daily operations in the areas of contract procurement and accounts payable. The incumbent exercises independent judgments on a daily basis to effectively execute Bureau, Agency and PACL procurement and fiscal policies and procedures, and provides recommendations to management with respect to procurement. These responsibilities require daily contact with customers/partners, including commercial vendors, as well as regular contact with Comptroller staff, PACL administrators, Bureau regional offices and staff and within administrative areas of Labor & Industry. These duties and services include the provision of administrative, programmatic and operational technical assistance and guidance of Bureau, Agency and PACL procurement and fiscal policies and procedures in the application of Bureau workforce development program rules, federal regulations and procedures related to PACL operations, Operating Budgets, and the related monitoring of expenditures by exercising independent judgment and action within the limits of regulations and established policies in the administration of the Workforce Innovation and Opportunity Act and the Wagner-Peyser Act. Identifies operational issues, researches and recommends policies, procedures and reporting requirements, and makes judgments and follows through on necessary actions to improve operational effectiveness. Displays a functional knowledge of the PACL Operating Budgets and ensures procurement and payables are processed in accordance with approved budget line items. Maintains a thorough knowledge of the Financial Transformation system. Analyzes vendor invoices for compliance, consistency and accuracy in accordance with procurement policies and procedures and processes invoices for payment. Keeps a comprehensive knowledge of SAP and provides assistance to vendors in regard to payment status and payment information. Monitors expenditures, assembles program and fiscal related statistical data for use in program budgets and audit evaluations and maintains appropriate program files and corresponding spreadsheets. Directly provides analysis and conducts the coordination and extracting of required information for monitoring of expenditures and reconciliation of quarterly PACL billings to Local Workforce Development Areas. Establishes proficiency in PA E-Marketplace and the Department of General Services Procurement policies and procedures and ensures procurement is in accordance with DGS policies. Maintains a thorough knowledge of SRM and serves as primary SRM requisitioner and receiver for BWDA, BWPO and PACLs office supplies, copiers, postage meters, and maintenance and service contracts. Follows through on all orders and keeps ongoing communication with appropriate PA CareerLink regarding the procurement and receiving of orders. Monitors PACL site specific maintenance contracts ensuring sufficient funds are available for contract time period. Processes Purchase Order amendments as required. Creates and updates maintenance contracts, copiers, and postage meters tracking spreadsheets. Exhibits a comprehensive knowledge of the P-Card manual and complies with all policies and procedures outlined in the P-Card Manual. Adheres to P-Card purchasing guidelines which includes the appropriate tracking of purchases, approvals, and reconciliation of monthly statements. Completes Active Pay allocation changes as purchases are posted. Maintains accurate documentation and complies with comptroller audits. Assists commercial vendors with the resolution of billing and payment issues, and communicates with vendors to discuss products and account issues. Processes contract vendor invoices and non-contract vendor invoices, ensuring that invoices are properly charged and logged for reimbursement billing, as required. Provides direction, guidance and advises postage meter and photocopier vendors with advance notification of planned office relocations and prepares written instructions to vendor, when applicable, to install meters and copiers at new locations. Coordinates the quarterly audits of contract vendor accounts to ensure all vendor invoices have been received, properly charged and logged for reimbursement billing. Provides technical assistance and guidance to internal and regional Bureau and Department staff in the examination of PA CareerLink workforce development partnership operations. On a daily basis, maintains an easily-accessible/retrievable filing system. Participates in the development and interpretation of methods and procedures assuring compliance with all applicable Federal, State laws and regulations. Prepares required internal summaries, reports, and lists that may be needed to complete job assignments. Develops and maintains desk aids for assigned financial and operational workforce services. Continuously communicates with supervisor on all work activities, time frames, identified problems and recommend solution, through reports, scheduled staff meetings and informal discussions. Perform other related 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. Work is conducted under set procedures and guidelines provided by the PACL Finance and Budget supervisor. Employee has latitude for completing work within the established parameters and may recommend suggestions for operational improvements. |
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 conducted under set procedures and guidelines provided by the PA CareerLink Finance and Budget unit supervisor. Employee has latitude for completing work within the established parameters and may recommend suggestions for operational improvements. |
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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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