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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00106454 |
Description Activated On: 12/30/2025 12:11:00 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 provides clerical support to the disbursements work unit within the SERS-Benefit Determination Division. The position is responsible for the timely processing of thousands of member contribution withdrawals each year; the initial processing of agency debts claims; change of address transactions; direct deposit transactions; change of federal withholding transactions; completion of pension verification inquiries; processing Power of Attorney (POA) and guardianships transactions in the State Employees Retirement Information System (SERIS) system; processing death file matching in SERIS; the review of death benefit packages to ensure completeness and correctness; and the preparation of correspondence to members, beneficiaries, attorneys, financial institutions, and other parties involved in the settlement of a death benefit and, the review of retirement packages to ensure completeness and correctness. Position handles a high volumes of phone calls with a variety of inquiries. |
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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. AGENCY DEBTS & SALARY CLAIMS - Receive agency debts information from the Bureau of Commonwealth Payroll Operations (BCPO) and other independent agencies, review and send appropriate correspondences employing agency, member, or annuitant. - Receive claims via fax or emails and barcode to be distributed to the appropriated DAWPM workflow. - Verify forms for completeness, compose correspondence as necessary. - Process agency debts by determining amount for deduction and inputting through SERIS. - Process salary claims by calculating deduction amount based on monthly annuity payment and enter deduction through SERIS. - Complete BCPO two-month report when requested. WITHDRAWALS (refunds) - Review packets for completion, signatures, and withdraw eligibility. - Reject incomplete packets back to field office. - Check that member’s record is in final termination status in SERIS. - Enter withdraw information to SERIS. - Verify withdraw actions processed by other members in the work unit. - Review accounts which have been dormant for 120 days. - Review withdrawal report DSTO5B DEATH-FILE MATCHES & DEATH BENEFIT PROCESSING - Review death-file matches contracted vendor, and PA Department of Health. Match up the information on the death-file reports to SERS’ records. Review member’s retirement history through SERIS and Document and Workflow Process Management (DAWPM). - Review the deceased member’s record in SERIS for selected retirement option and any beneficiary/survivor benefit entitlements. - Prepares letters and payment packages for beneficiary's death benefit processing. - Review death benefits packages through DAWPM for completeness. Contact the beneficiary to resolve minor issues. Work with the appropriate field office to resolve issues for application packets with numerous or substantial problems. - Forward death benefits packages to appropriate work queues. - Review weekly check re-deposit report provided by fiscal assistant. - Barcode death benefit invoice payments submitted. PENSION VERIFICATIONS - Complete unemployment compensation or subsidized housing requests for pension verification by pulling member records from SERIS and entering relevant information to appropriate forms. - Mail/Fax completed pension verification forms. Save copies to DAWPM. RETIREMENT APPLICATIONS - Check member’s SERIS record for account termination status. Work with the Bureau of Commonwealth Payroll Operations, or appropriate independent agency, for accounts which remain open. - Review retirement applications through DAWPM for completeness. Contact the retiring member to resolve minor issues. Work with the appropriate field office to resolve issues for application packets with numerous or substantial problems. - Forward retirement applications to appropriate work queues. - Review and mail retirement letters after processing complete. CORRESPONDENCE QUEUE - Respond to requests for direct deposit forms, federal withholding forms, and duplicate 1099-R forms. - Respond to inquiries from members, beneficiaries, and attorneys by reviewing SERIS and DAWPM records and then using standard form language, as applicable. Compose individualized responses when needed. SERIS AND DAWPM RECORDS - Process address changes. - Process Powers of Attorney (POA) and guardianships. - Process federal withholding changes. - Process direct deposit changes. - Verify forms for completeness. - Inputs information provided into SERIS system and sends appropriate correspondence. MISCELLANEOUS RESPONSIBILITIES - Sort and distribute mail. - Scan and index paperwork. - Prepare correspondence. - Handles a high volumes of phone calls with a variety of inquiries. - Order supplies. - Serve as back-up for the clerical responsibilities performed by the Disability Applications Reviewer, when needed. - Works with fiscal assistances in verifying reports. - Perform 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. Position reports to a Clerical Supervisor 2 who provides training on new topics or process changes and who is available to provide assistance for special or unique work assignments. Position is responsible for reviewing paperwork and records in assigned areas of responsibility for accuracy and reasonableness. Position has discretion to determine deduction amounts and payment timeframes for agency debt actions. If the employing entity participates with SERS, the position must determine if the employee (annuitant) is no longer retirement eligible. Position is expected to be familiar with SERIS modules in order to answer questions relating to assigned areas of responsibility. Position uses discretion in composing content for various letters based on case-specific information. |
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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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