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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00085492 |
Description Activated On: 4/20/2026 2:35:05 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. This position serves as a lead worker within the unit. This position researches, processes, and provides customer support for refunds/accounts payable (A/P) claims; and researches, establishes invoices, processes payments, and provides customer support for returned payments/accounts receivable (A/R) cases for Driver and Vehicle Services. |
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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. This position may be eligible for ad hoc telework with the completion of the training period and supervisory discretion. This position performs lead work over 3-4 Clerical Assistant 2 positions. Duties specific to this role include: -If applicable, assigns work to assigned employees of the unit. -Reviews employee’s daily processed work for errors. -Ensures errors are corrected. -Tracks employee errors in Excel and reports to supervisor. -Prepares and ensures the weekly voucher report is sent up to the Comptroller’s office. -Submits applications when A/P claim payment needs to be stopped. -Ensure turnaround times are met. -Maintains the call center module and updates it when changes are implemented for the unit. -Takes lead in training new employees. -Provides formal feedback to supervisor on EPRs for employees. Responsible for researching accounts payable (A/P) claims for the Bureau of Motor Vehicles and Bureau of Driver Licensing, servicing 10.1 million licensed drivers and ID holders and 12 million registered vehicle owners throughout Pennsylvania. - Researches, references, and applies the rules and regulations found in the Motor Vehicle Code, all Management Directives, Memos, Department Regulations, Bureau forms, all procedures and regulations adopted by the Department of Transportation pertaining to A/P cases, and the Refund Module. - Researches customer records/transactions in various applications (ECS, CARATS, Driver License Systems, MVDLS, Dealer Application, Inspections Application, CMV System, Mainframe – TSO – MarkIV Reports and DB2 Queries, and banking/payment portals (Wells Fargo, PNC, Commerce Control Center, CardPointe, and CyberSource) for check, money order, credit card, or ACH payment A/P claims), utilizing the transaction codes and business action to determine funds due and applied versus remitted amounts, and processes or rejects claims accordingly. Research transaction types and transaction dates, research transaction information within the DVS Support Guide as needed, makes refund calculation determinations, and creates and maintains detailed financial records to support each approved payment claim for auditing purposes. - Responds directly to claimants via phone, letter, or email with outcomes or to gather additional information to process claims, which includes updating the “text” on the claimant record. - Reviews and makes decisions regarding routine and unusual accounts payable claims and inquiries independently. Extraordinary questions, situations, and decisions are communicated to the supervisor to keep them informed or escalated to supervisor for handling when absolutely necessary. - Explains verbally and in writing the laws, regulations, and policies that govern the operation of the accounts payable process in a manner that is understandable to the customer. - As applicable and only as approved by Directors, Division Managers, and/or Section Managers, process cash advancement documents to have expedited checks issued to claimants. - Resolves customer problems associated with the Accounts Payable Mailbox. - Interacts with internal and external customers/partners, including Dealer Unit, Inspections Unit, CMV Unit, RUC Unit, Attorneys, Legislatures, and registered PA agents/dealers in matters related to accounts payables. Responsible for the research and establishment of invoices for accounts receivables (A/R), which includes: - Receiving accounts receivable (A/R) debit memos from the Department of Treasury. - Maintains daily production reports and records debit memos from Department of Treasury. - Establishing invoices for each account receivable, which includes researching WIDs to determine the product owner, and establishing the accounts receivable case within the A/R database. - Suspension of the customer’s product to include manually adding and deleting stops from vehicle titles and drivers licenses. - Applying payments remitted daily from customers to rectify accounts receivable cases within the database. - Daily reconciliation of payments remitted for accounts receivable cases utilizing the Daily Payment Activity Report. This is a financial report used for deposits which requires the matching of the physical checks to the report to ensure all remitted funds were posted to each case. - Researches, references, and applies the rules and regulations of the Motor Vehicle Code, all Management Directives, Department Regulations, Bureau forms, all procedures and regulations adopted by the Department of Transportation pertaining to A/R cases, and the Return Check Module. - Interprets and applies the banking rules and regulations to include knowledge of A/R Reason Codes, processes, and procedures. - Responds directly with debtors and their representatives via phone, letter, or email in response to telephone inquiries and/or correspondence to explain the basis of debt and resolutions, which includes updating the “text” on the accounts receivable case. - When necessary, meets directly with the debtor to accept payments, answer questions, and assist in the completion of the financial transaction (closing or updating the accounts receivable case). - Reviews and makes decisions regarding routine and unusual accounts receivable case inquiries independently. Extraordinary questions, situations, and decisions are communicated to the supervisor to keep them informed or escalated to supervisor for handling when absolutely necessary. - Explains verbally and in writing the laws, regulations, and policies that govern the operation of the accounts receivable process in a manner that is understandable to the customer. - Interfaces with the Department of Transportation Chief Counsel when debtors file bankruptcy. - Close cases and update case notes when notice of payment is received from AG. If notice is received from AG stating that the payment was insufficient fees, re-establish the A/R case and update case notes. - Coordinate debt payments with debtors, establish payment managements, charge off cases when customer was billed incorrectly, and waive penalty when appropriate from financial institutions. - Interfaces with Office of Chief Counsel, Comptroller, Treasury, and Attorney General to resolve any issues regarding A/P claims. - Resolves customer problems associated with the Accounts Receivable dedicated Outlook resource account. Interfaces with the Attorney General’s office and Office of Chief Counsel for accounts receivable cases that have been sent to AG for collections. - Understands and applies the Attorney General Collection rules for updating the OAG Financial System with payments received at the Department to rectify accounts receivable cases. - Applies funds remitted to the Attorney General’s office to the accounts receivable database. - Communicates daily with the staff at the Attorney General’s office to review cases that have been escalated to them. - When case appeals are received from debtors, update debtor’s record to reflect an “appeal pending” status. Once case hearing has been settled, receive determination from Office of Chief Counsel and take action accordingly: close out the case, or remove the “appeal pending” status, add cancellation back onto debtor’s record, and indicate that the case is not withdrawn and is to be paid in the record notes. - Interfaces with internal and external partners, Office of Chief Counsel, Comptroller, Treasury, and Attorney General, Attorneys, Legislatures, registered PA agents/dealers , Dealer Unit, Inspections Unit, CMV Unit, and RUC Unit to resolve any issues regarding A/R cases. Responsible for research of all priority e-mails and notepads regarding accounts payable and accounts receivable cases for the Bureau of Motor Vehicles and Bureau of Driver Licensing. Determines appropriate resolution to customer need, communicates issues with Regulated Client Services Section and with Account Control Section, and assists in the corrections or resolutions as required. Responds to all questions and processes all requests from customers regarding Bureau of Motor Vehicles and Bureau of Driver Licensing accounts payable through all service channels and accounts receivable to assure customer understanding. Resolves customer problems associated with delays in processing of title applications and accounts receivable cases. This requires knowledge of Department regulations and the Vehicle Code. Interfaces with the Bureau of Driver Licensing concerning suspension and restorations adopted by the Department of Transportation pertaining to accounts payable and receivable. Interfaces with the Comptroller’s office regarding accounts payable issues including, but not limited to: - Knowledge of SAP Financial System - Re-depositing check through the SAP system. - Initiating tracers of accounts payable checks issued to customers, and requests replacement checks to be sent to claimants when the check is lost, stolen, never received, or stale dated . Compiles daily, weekly, and monthly reports. Responsible for writing check exchanges from the Accounts Payable Database or, when necessary, establishing an accounts payable transaction in order to write a check exchange when monies are miscellaneously deposited. Responsible for signing out additional check exchanges from Fee Accounting units when supply is depleted. Opens mail, sorts work in order of type and priority, tracks overnight mail in Excel, and delegates overnight mail according to the work schedule. Use TSO to run reports. Adapts to work schedule or procedural changes. Other duties as assigned to meet operational needs. Comply with PennDOT/DVS Customer Service Policy. Safety: 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. |
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 what work to assign to whom within the unit based on work schedule, and employee’s knowledge and strengths. In response to a customer inquiry, researches the status of A/P claims or A/R cases and responding directly to customers with results. Research and make determinations on routine and unusual A/P claim eligibility – reject or process claims upon completion of research, and determine/calculate how much money is due back to customers. Requests additional information in order to make determinations as needed. Determine which customer is most appropriate to create A/R cases for based on available information – check writer, product owner, dealer, inspection station, or ARP or Fleet registrant. Escalates extraordinary claims, questions, and situations to supervisor. Authority to waive A/R penalty fees in accordance with applicable guidelines. Authority to place suspensions on customer products in relation to A/R cases. |
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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. N/A 5. N/A 6. N/A |
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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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