Support Services Manager

York-County; Pennsylvania; On-site; USD 55,000 - 75,000; Full time

Job summary

York County is seeking an Office Manager to supervise and coordinate the Prison office and clerical staff, including payroll, records, and budget-related tasks. The role supports daily operations and office functions for York County Prison.

Responsibilities include directing staff, processing payroll, managing records, and producing financial reports for committees and budgets. Strong organizational skills and MS Office proficiency are essential.

Qualifications

• Bachelor's degree in Business or Accounting or equivalent experience in an office setting.
• Three years supervisory experience.
• Budget development and oversight experience.
• Strong organizational skills and proficiency with standard computer applications.

Responsibilities

• Directly supervise clerical staff of the Prison.
• Supervise payroll process and verify payroll before submission.
• Oversee employee records including time and attendance.
• Oversee and manage work release accounting and related financial statements.

Skills

Supervisory experience

Payroll oversight

Records management

Organizational skills

Microsoft Office

Education

Bachelor's Degree in Business or Accounting

Tools

Microsoft Office

QuickBooks

KeeFe Group

Job description

Supervises the office and clerical staff in providing Administrative Office Support to York County Prison (YCP). Responsible for the coordination of all office functions to include such areas as: Payroll, Employee Benefit Assistance and Administration. Assist with subordinate staff as required by workload and staffing levels.

Responsible to provide professional office support in furtherance of the daily operational requirements of YCP. This is a wide ranging and dynamic area of responsibility.

The Office Manager is responsible for the daily supervision and accountability of the office staff which include: Records, Switchboard, Office Support Personnel, Bookkeepers and Mail Room Clerk. Thy will give direction and guidance to the Office Support Staff as well as assist in problem solving. The Office Manager will provide daily work assignments as well as flow will be monitored.

Prepares reports and other documentation as required.

Located in south-central Pennsylvania, York County Government offers many exciting and challenging opportunities to learn and grow in a career while making a difference in the lives of York County residents. Each County department meets a unique need in the community and provides an opportunity for both professional growth and personal satisfaction. York County offers a competitive wage and benefit package.

Essential Job Duties and Responsibilities

• Directly responsible for supervision of clerical staff of the Prison.
• Supervise the payroll process and verify payroll before submission.
• Responsible for employee records including time and attendance.
• Oversee and manages work release accounting to complete financial statements and file appropriate reports with any agency involved in the process and calculates disbursements to other county agencies.
• Prepare reports on vacancy positions, overtime, and presents in the Personnel Committee.
• Monthly reports include accrual report, Welfare Fund, Trail Balance report, Classified balancesheet, GTL account activity, and GTL phone/tablet reports.
• Assist with daily payroll preparations by completing the payroll process every two weeks for hourly employees and two times a month for salary employees.
• Obtain all reports and prepares for scheduled Prison Budget meetings through the DeputyWarden of Operations.
• Approve invoices through MUNIS.
• Oversee Welfare and Canteen accounts through QuickBooks and KEEFE.
• Serves as the Administrator for KEEFE Group the maintenance and accounting software forwork release inmates.
• Oversee and manages the distribution of funds to the appropriate accounts for the workrelease program.
• Oversee preparation of audit paperwork for distribution to the Controller’s office or outside audit firm.
• Serve as the Chairperson for the Employee Appreciation Committee.
• Prepare financial reports for board payments, dates of incarceration, and inmate pay usingthe Prison’s financial accounting system and KEEFE Group.
• Review Mediko invoices and assist with Mediko’s KPI’s (Key Point Indicators) reports to theDeputy Warden of Treatment.
• Manage the inmate telephone system to include receipt of payments and maintenance ofcontract.
• Oversee inmate telephone revenue and inmate commissary fund accounts to include monitoring expenses and preparing a monthly report for Prison Board.
• Developing the budget in coordination with Warden.
• Monitors budget implementation and spending.
• Oversee purchase and billing procedures to include review and reconciliation of purchase orders for correct account code and final sign-off on invoices.
• Resolve complaints made by the general public regarding inmate welfare, medical issues, and monetary issues, and see through resolution or forwards for appropriate action.
• Recommend changes in office policy.
• Participate in goal setting for office staff.
• Perform other duties as assigned by supervisor.

Equipment Operation

Basic Office Equipment. Microsoft 365 applications, jail management system, county budgetary program, inmate phone system, inmate mail screening system, inmate accounting program.

• Bachelor’s Degree in Business or Accounting or equivalent experience in an office setting.
• Three years supervisory experience.
• Budget development and oversight experience.
• Strong organizational skills
• Strong Microsoft Office skills
• Ability to manage employees
• Must be computer literate and proficient in standard computers applications.

If you have any questions, please contact the county's Department of Human Resources at [e-mail].