prison business manager - Harrisburg, United States - Dauphin County Pennsylvania

Description

Job Description

OVERALL OBJECTIVEOF JOB:

To administer and direct the operation of the Business Office, including management of inmate accounts, oversight of the purchase and delivery of supplies, maintenance of invoices and supporting documentation in accordance with established accounting procedures. These functions require coordination with Purchasing Office, the County Controller, and the Treasurer.

ESSENTIAL FUNCTIONSOF JOB:

1. Creates requisitions; transmits purchase orders to vendors; receives goods, codes invoices and routes invoices to the Controller's Office.
2. Pays invoices from the inmate commissary account for appropriate items.
3. Credits and debits inmate accounts according to cash in-hand at time of incarceration, checks received subsequent to incarceration, and commissary records; transfers funds accordingly.
4. Produces daily report of all transactions on inmate accounts and reconciles same.
5. Disburses fees for services owed by inmates to County Treasurer; disburses authorized payments from inmate accounts as appropriate.
6. Oversees collection of the booking fee and fees for service such as medical, notary, and right-to-know fees; maintains accurate accounting of prior room and board balances.
7. Maintains checkbooks for commissary account and inmate accounts.
8. Maintains records of purchases.
9. Orders, receives, and records receipt of office supplies from Purchasing Office or outside vendors.
10. Forwards copies of receipts and disbursements to inmates.
11. Investigates and rectifies reported errors in commissary receipts.
12. Answers queries from inmates and other interested persons, providing statements of inmate accounts when appropriately requested.
13. Performs light clerical work.
14. Coordinates with external auditors/accountants on a routine basis.
15. Responsible for delivery of daily bank deposits to financial institutions, and delivery of business documents and indigent legal mail to various County offices.
16. Trains Business Office staff and delegates work assignments along with maintaining cross training so absences do not interfere with Business Office operations.
17. Maintains an inventory of daily use items to ensure smooth prison operations. Develops par levels for inventory and automatic ordering points.
18. Oversees and manages commissary menu and daily commissary operations, assisting when necessary.
19. Provide information to the public and inmate population as allowed regarding transactions, procedures and fund balances.
20. Oversees annual budget preparation, working with facility department heads to ensure adequate funding for Prison operations.
21. Maintains overall facility spending to maintain compliance with approved budgets. Work with Facility Executive team to transfer funds if necessary to supply funding for changing priorities.

OTHER DUTIES OF JOB:

1. Attends meetings, seminars, and training as required.
2. Performs other job-related duties as required.

SUPERVISION RECEIVED:

1. Receives occasional instruction and supervision from the Deputy Warden of Operations in regardto daily work duties and special work projects.

SUPERVISION GIVEN:

1. Supervises Business Office staff.
2. Train and indirectly supervise contracted commissary staff to ensure they are providing services and products to the inmate population in an efficient and effective manner utilizing safeguards to protect individuals and inventory.

WORKING CONDITIONS:

1. Works indoors in limited workspace with fluctuating temperatures and ventilation and adequate lighting.
2. Works indoors with frequent exposure to noise, disruptions and stress.
3. Normal indoor exposure to dust/dirt.
4. Travels daily to various County offices, and to procure supplies from local vendors.

PHYSICAL/MENTAL CONDITIONS:

1. Must possess ability to record, convey and present information, explain procedures and follow 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. Sedentary work, with occasional lifting/carrying of objects with a maximum weight 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.

QUALIFICATIONS

A. EDUCATION/TRAINING:

1. Associate's Degree in Accounting, Business Administration, or a related field, from an accredited college or university, with a minimum of 21 credit hours in accounting. Computer training required.
2. It is expected that the successful candidate will attain, within one calendar year of appointment, certification in first-aid, automated external defibrillator use, and cardiopulmonary resuscitation; and will maintain said certification for the duration of his/her employment. The successful candidate will complete Basic Training at the PA Department of Corrections Academy or its equivalent.

B. WORK EXPERIENCE:

1. Three (3) years experience in accounting or an equivalent combination of education and experience, with at least one year of supervisory experience.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

1. Knowledge of principles of Administration.
2. Knowledge of standard modern accounting practices.
3. Knowledge of pertinent Prison policy and Prison emergency procedures.
4. Knowledge of County purchasing procedures.
5. Skill in first aid, cardiopulmonary resuscitation, and use of automatic external defibrillator.
6. Ability to implement and oversee various accounting procedures in a prison setting.
7. Ability to supervise prison inmates.
8. Ability to work efficiently and extremely accurately in an inherently stressful environment.
9. Ability to establish effective work relationships with superiors, peers, subordinates, correctional and professional staff, inmates and their family, friends, and advocates, senior County administrators, and the general public.
10. Skill in the operation of standard business machines including personal computers, typewriters, copiers, calculators, fax machines, scanners, and shredders.