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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00010812 |
Description Activated On: 5/22/2026 11:17:07 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. This position is responsible for supervising the Instant Accounting Section of the PA Lottery and executing complex Instant Accounting tasks. |
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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. Performs full range of supervisory duties over a staff of Clerk 3s in support of the timely and accurate processing of Lottery Scratch Off Accounting. Examines and reviews the files, forms, documents, and computer records that have been processed by the staff for completeness and accuracy. Answers phone calls and emails regarding PA Lottery, reviews and/or enters appropriate data to resolve issues and provides information to assist callers. Forwards list of retailers with new ticket allocations and deactivated retailers to appropriate staff based on information received from DSR or other Retailer Operations staff. Receives requests from Retail Operations staff regarding Promotional Packs and reviews packs within the Lottery Back Office system and makes needed adjustments. Receives paperwork from Licensing and Lottery Budget to adjust retailer accounts for various reasons and delegates to staff. Prepares Proof of Loss requests from Retailers and Retail Operations staff for processing. Stamps requests with needed information and forwards where appropriate. If Proof of Loss is determined to not be required, takes necessary action in Lottery Back Office. Applies credit to Retailers account balance to reverse service charge fee when packs previously reported lost are recovered. Prepares and explains instructions on processing methods and procedures to clerical staff, field staff and retailers. Demonstrates the operation of personal computer applications, GMS system software and Lottery back-office system software. Prepares written responses to inquiries relating to the status of retail accounts and the operation of the section. Reviews accuracy of accounting data from staff and verifies accuracy of figures in the Lottery back-office and GMS before declaring retailer accounts delinquent and sending the retailer accounts to the Lottery Budget Division to begin further collection efforts. Debits retailer accounts to take off any credit due and transmits data to Lottery Budget to issue credit. Reviews and approves 10-day letters received from subordinate staff. Verifies accuracy of information in letters by comparing information in Lottery systems. Prepares and sends memos to vendor to request verification of information or request a signature on an invoice. Adjusts pack as necessary after response from vendor. Reviews and processes retailer credit request for Scratch Off tickets through GMS and the Lottery back-office as requested by retailer, DLR or other Retail Operations staff. Issues credit for illegible or damaged tickets using the Lottery back-office system. Blocks appropriate tickets and prepares a stolen ticket report by entering required data into template. Reviews subordinates' calculations and write-off form for retailers who have been deactivated and have an outstanding balance of less than $100. Prepares proof-of-loss form by entering appropriate data into template. Communicates with retailers who have received extra tickets by comparing tickets received with invoice and moving tickets as necessary in GMS. Tracks inquiries from missing packs and/or shipments that have not been received by retailer, reviews information in GMS for receipt of the tickets in other locations and sends monthly memo to vendor to write-off tickets that can't be found after 90-days. Reviews reports provided by vendor for missing packs on a return shipment from a Retailer. If pack is not found after 90-days, takes needed steps in the Lottery Back Office System for the pack liability to be placed back with the retailer. Reviews retailer accounts receivable report and deactivation forms for outstanding balances on accounts. Ensures staff takes required actions to work the account within a 30-day timeframe from deactivation. Initiates process for game end accounting. Reviews end of game reports and assist staff with creating Proof of Loss for Retailers. Processes returned Proof of Loss forms. Close and bill packs that were not returned physically or on a Proof of Loss form. Prepares a Proof of Loss form for any packs that are outstanding in Lottery Liability and forwards for review. Enters field-paid claims into the Lottery back-office computer system. Enters low-tier claims into the Lottery back-office computer system. Proofreads the entered field-paid claim forms against daily computer printouts (Retailer Paid Claims Report), notes corrections and corrects errors in the Lottery back-office system. Demonstrate a commitment to the service-oriented culture of the Department. Apply Lean thinking in day-to-day tasks. Be mindful of internal controls and risk management when changes are made to the process. Treats others equitably and adheres to diversity and inclusion program requirements in the workplace. Performs other related duties as required. |
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. Determines section’s work priorities, sets performance standards and goals, evaluates work performance, resolves grievances and complaints, interviews and recommends candidates for vacancies, approves/disapproves leave requests, determines training needs of subordinates. Determines most appropriate response to escalated phone and email inquiries. Determines when to move tickets in the system from one retailer to another. Determines credit to be issued for illegible tickets totaling more than $100. Determines retailer account status based on information presented by subordinate staff. |
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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. 5. 6. |
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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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