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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071568 |
Description Activated On: 2/11/2026 4:14:32 PM |
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. Provides guidance and support to employees in an Area Office of the Field Operations Division, Pennsylvania State Lottery, to ensure its operations are conducted efficiently and effectively. |
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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. Reviews new retailer applications, change of ownership forms, name changes, upgrades, downgrades, internal and external moves, and change of location forms from eligible businesses for accuracy and completeness. Contacts the applicant to resolve any issues. Inputs new retailer application information into gemEnterprise. Gathers sales information from District Lottery Representatives (DLRs), sales plans, and other pertinent sources, to develop monthly and ad hoc reports using GMS, the Employee Portal, and Excel to generate sales statistics and progress for the Area Manager’s review. Decides what information to include in monthly and ad hoc reports and inputs monthly sales information into a database. Reviews pack status in GMS for both Lottery personnel and retailers. Provides guidance to retailers depending on the pack status and potential action that needs to be taken. Resolves and makes a determination regarding unusual retailer and player issues based on the caller’s information. Reviews the claim process with customers, assists them with completing claim form(s), and provides the proper guidance. Makes copies of the claim form and supporting documentation, emails it to the appropriate distribution list, then sends the hard copies to Lottery headquarters. Encourage all claimants who win $10,000 or more to share their story, and take a photo with a souvenir oversized check for Winner Awareness efforts. If agreeable, have the claimant complete the photo release form, PA Lottery Winner Questionnaire, make up the oversized souvenir check, and take photos in the Winner Awareness area in the Area Office. Send all documents and photos to the Lottery Press Secretary. Serves as the official timekeeper for varying schedules and bargaining units for the Area Office, including overseeing and providing technical support and guidance to employees for administering Time and Attendance. Sends a daily attendance report. Develops correspondence to be sent to Lottery Headquarters and retailers at the Area Lottery Manager’s request. Assists with compiling promotion location lists. Inputs results following the promotions. Utilizes available resources and makes independent decisions when responding to callers and office visitors. Resolve retailer and customer inquiries, concerns, and complaints. Greets visitors in the Area Office and assist claimants, retailers, and other members of the public with their questions and issues. Receives, logs, distributes, and confirms delivery of retailer bonus checks while following the area office and lottery headquarter bonus check procedures. Extracts Deactivation and Proof of Loss forms from the Employee Portal to print a copy for the retailer file. Prepares deactivation email, identifying whether or not to “hold the line” or have the equipment picked up, and sends it to the appropriate distribution list. Reviews all Lottery documents and forms to ensure that no outdated copies are used in the Area Office. Notifies the appropriate DLR if an incorrect form is used. Composes letters and emails for the signature of the Area Lottery Manager. Navigates Lottery software programs and extracts data. Serves as the note taker during area office meetings. Inventories the office supplies, surveys the staff for their needs on a regular basis and places orders through the Purchasing Department. Opens and distributes incoming mail daily. Completes the necessary forms for sending mail via UPS or certified and/or registered mail. Directs the vendor to schedule training classes for new and existing retailers. Creates and maintains an efficient in-office filing system for all paperwork. Maintains Sign-In Sheet(s) for Area Office staff and visitors. When an Area Office has multiple clerical positions, functions as a lead worker over the Clerical Assistant 2 by assigning and reviewing the work of the lower-level Clerical Assistant. Provides support to the Area Manager, District Lottery Supervisor(s), District Lottery Representatives, and Project Team. Provides guidance to new DLRs, DLR Supervisors, and Area Managers on proper procedures for completing and submitting claim forms. Demonstrates a commitment to the service-oriented culture of the Department. Applies Lean thinking in day-to-day tasks. Is mindful of internal controls and risk management when changes are made to a process. Treats others equitably and adheres to diversity and inclusion requirements in the workplace. Performs other related duties as assigned. |
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 resolution to processing problems. Determines if licensing applications are completed correctly and takes action as needed. Determines appropriate written and verbal responses to the public regarding lottery inquiries and determines whether or not to escalate any issues. Recommends guidance to retailers and lottery personnel based upon pack research in GMS. Decides what information to include in monthly and ad hoc reports for the Area Manager’s review, after gathering sales information from District Lottery Representatives, sales plans, and other pertinent sources. Recommends areas of opportunity to make the office more efficient. Assigns and reviews the work of a Clerical Assistant 2, if applicable. |
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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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