ASSISTANT BUSINESS MANAGER

Job Description

SALARY: $24.10/hr - $50,128/annually

OVERALL OBJECTIVE OF JOB:

Dauphin County Prison is currently accepting applications for the full-time, day shift position of Assistant Business Manager. The starting rate is $24.10/hr - $50,128 annually for this position. Oversee management of inmate accounts, the purchasing and delivery of supplies, and reconciliation and processing of invoices while maintaining accurate supporting documentation in accordance with established purchasing and accounting procedures. This position regularly interacts with the inmate population, the public, prison and work release staff, vendors, the Purchasing Office, and the County Controller's Office.

ESSENTIAL FUNCTIONS OF JOB:

1. Assists the Business Manager with procuring goods and associated tasks.
2. Posts checks, money orders, and cash.
3. Assists with reconciling financial accounts to bank statements.
4. Prepares weekly expenditure reports for the Prison Board.
5. Ensures expenditures from special accounts are properly authorized by the Prison Board of Inspectors.
6. Monitors and analyzes Business Office operations, including inmate fee assessments and collections.
7. Prepares monthly billing of bagged lunches to Work Release and other billings, where applicable.
8. Prepares and tracks invoices for services such as housing for external agencies, photocopies of records, etc.
9. Logs incoming payments and submit receipts to the County Treasurer, or deposits payments into an appropriate Prison account.
10. Monitors payment status of Receivables and follows up on overdue payments.
11. Prepares and analyzes reports to assist the Warden with budgeting and budget management.
12. Research vendor sources and competitive prices, as appropriate.
13. Processes Court-ordered civil filing fees from inmate accounts and associated tasks.
14. Provides Affidavits related to inmate accounts, as necessary.
15. Prepares annual escheats report and ensures timely submission property with the Office of the PA Treasurer.
16. Speak with and interact with the public regarding deposits and charges to inmate accounts while maintaining appropriate confidentiality.

OTHER DUTIES OF JOB:

1. Performs the duties of the Business Manager and Accounting Assistant in their absence.
2. Attends meetings, seminars, and training as required.
3. Performs other job-related duties as required.

SUPERVISION RECEIVED:

1. Receives occasional instruction and general supervision from the Business Manager.

WORKING CONDITIONS:

1. Works indoors in a limited workspace with fluctuating temperatures/ventilation and adequate lighting.
2. Works indoors with frequent exposure to noise, disruptions, and multiple simultaneous deadlines.
3. Normal indoor exposure to dust/dirt.
4. Occasionally work outdoors as duties require.
5. Travel occasionally to various County offices, the bank, and to procure supplies from local vendors.

PHYSICAL/MENTAL CONDITIONS:

1. Must possess the ability to accurately and thoroughly record, convey and present information, explain procedures and follow written and verbal instructions.
2. Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, bending, twisting, reaching, stooping and grasping as necessary to carry out job duties.
3. Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out job duties.
4. Occasional lifting/carrying of objects of varying weight with a maximum of sixty-five pounds.
5. Must be able to cope with the physical and mental stress of the position.
6. Must be able to pay close attention to details and concentrate on work.
7. Must demonstrate resourcefulness in decision making and problem solving and ability to apply critical thinking.
8. Work with staff, commissary vendors and inmates to resolve commissary discrepancies.
9. Work with commissary vendors to facilitate returns, including transporting items from commissary storage to the Business Office.

QUALIFICATIONS

A. EDUCATION/TRAINING:

1. Associate's degree in accounting, business administration, or a related field, from an accredited college or university.
2. Computer proficiency is required.
3. It is expected that the successful candidate for this position will achieve and maintain accreditation/certification in First Aid, Cardiopulmonary Resuscitation, the use of automatic external defibrillator (AED), and satisfactorily complete Basic Training at the PA Department of Corrections Academy or its equivalent.
4. Successfully pass and complete thorough background investigations, that will include obtaining an FBI and child abuse clearance.

B. WORK EXPERIENCE:

1. Two (2) years of experience in accounting, including Accounts Payable, Accounts Receivable and account reconciliations.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

1. Must be able to speak and comprehend the English language in an understandable manner to carry out essential job duties.
2. Must have knowledge and understanding of generally accepted accounting principles.
3. Must be able to use the Offenders Management Systems to access and maintain accurate information regarding inmate accounts.
4. Must possess highly effective communication and interpersonal skills.
5. Must possess the ability to maintain confidentiality regarding sensitive information and records.
6. Must possess technical knowledge of operating personal computers and other office equipment as necessary.
7. Must possess the ability to make independent decisions when circumstances warrant such action.
8. Must possess knowledge of principles and practices of modern corrections.
9. Knowledge of pertinent Federal, State and local rules and regulations.
10. Knowledge of County Prison Board policy.
11. Knowledge of principles of administration and supervision.
12. Ability to establish effective work relationships with superiors; peers; subordinates; other departments and staff within the facility, County, vendors/suppliers, and outside agencies; inmates and their families, friends, and advocates; elected and appointed officials of Federal, State, and local government; and other interested persons.
13. Ability to supervise inmate workers.

POSITION SUMMARY:

1. Under general supervision, performs technical accounting duties involving the accounting, recording, processing and reporting of accounts payable and receivable, inmate payroll, revenue and other technical accounting functions.
2. Reviews, researches, reconciles, and assures the accuracy of the ledgers and accounts.
3. The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by an employee in this position is required to perform all duties listed and may be required to perform additional, position-specific duties.
4. Processes accounting and financial documents and technical transactions in compliance with all applicable rules, regulations, and procedures; duties may vary according to job assignment.
5. Checks documents for validity and accuracy of information; performs mathematical calculations; records,
6. files and distributes related paperwork and documents.
7. Maintains financial records and associated filing systems; enters data into computer systems including the Offender Management System; codes documents, processes transactions, updates accounts, compiles documentation, and generates reports.
8. Maintains additional accounting and technical transaction databases as needed; may process cash receipts, daily cash reports, and bank deposits.
9. Completes journal entries and reconciles accounts; reviews, investigates, and corrects errors.
10. Researches and resolves accounting issues; provides customer services to other County departments and coordinates technical and financial information with customers and external agencies; interprets and explains County policies, procedures, rules and regulations.
11. Responds to requests for information; provides technical information within scope of authority.
12. Assures that all reports and paperwork are completed in a timely manner; updates, corrects, retrieves and releases information according to procedures.
13. Cross trains in a wide variety of technical accounting duties; assists with the training and cross-training of other Business Office Staff.

Dauphin County is an equal opportunity employer and is committed to an inclusive workplace free of discrimination and harassment. Dauphin County prohibits discrimination and harassment of any type and affords equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local laws.