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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00032724 |
Description Activated On: 1/13/2026 9:11:24 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. Clerical accounting work involving the application of bookkeeping principals and practices used in maintaining Firearm Dealer accounts. |
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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. 45% Review, record, and process surcharge remittance forms and Application/Record of Sale forms submitted by Firearm Dealers throughout the state. Verify information received to determine completeness, accuracy, and compliance with rules and regulations. Complete all required account adjustments and review discrepancies with the firearm dealer. Post information to dealer’s account after all necessary corrections are made. This process involves reconciling information from the Pennsylvania Instant Check System (PICS) dealer transaction logs with Surcharge Remittance Reports submitted by firearm dealers. Ensure information is reported timely and accurately as mandated by law. Conduct audits of dealer accounts that are not compliant as needed. Make recommendations to auditor for corrective action regarding non-compliant dealers. In response to a dealer/sheriff inquiry regarding accounts, research the status of each dealer’s account and provide proper information. 30% Delinquent accounts are researched thoroughly to identify missing transactions and/or payments. A statement and worksheet is prepared to identify line item debits and credits to the account. The complete review is forwarded to the Auditor for notification to the dealer. Auditor is also informed of any other procedural problems or potential criminal violations regarding the dealer’s account. The dealer is notified of all discrepancies and given ample time to resolve any account discrepancies. Information submitted by the dealer is reviewed for completeness and accuracy. Additionally, a Compliance Review Worksheet is completed reconciling the dealer’s account and listing any discrepancies or recommending compliance to the auditor. Audits also involve compiling case files for accounts upon identification of potential violations of the Pennsylvania Uniform Firearms Act . The case files are provided to the law enforcement agency of jurisdiction for investigation and possible prosecution. 20% Telephone and correspondence communication with dealers is conducted to provide accurate credit/debit account balances. In addition, review account discrepancies and provide information regarding basic operations and procedures, or make referrals where appropriate. Telephone and correspondence communication with county sheriffs is conducted to provide and request information. Responsible for the posting of credits and remittance received from the Attorney General’s Office. Responsible for documenting incidents of bad checks which include adjusting the original entry to remove the check, sending correspondence, maintaining detailed records and preparation of case file for investigation and prosecution if warranted, and posting the replacement money orders and any fees that may be incurred. Assist auditor in conducting on site audits and training seminars. 5% Maintain a general working knowledge of state and federal firearms laws relevant to this work assignment. Maintain a general knowledge of bookkeeping principals and practices and use of standard office equipment. Assist in the training of new personnel. Perform any other duties related to this assignment, as directed by Supervisory staff. |
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. Cognitive ability such that the employee can evaluate quantitative and qualitative information and make the necessary recommendations to correct or improve the situation reviewed. Plan and prioritize tasks daily. Authority to grant an extensions to a non-compliance suspensions. |
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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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