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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00119488 |
Description Activated On: 1/6/2026 11:29:58 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 provides clerical and administrative support for the Bureau of Special Funds (BSF) supporting department-wide programs and projects. |
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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. Provides general clerical and administrative support for the BSF. Analyzes the BSF administrative operations and procedures, recommend creation and/or revision of processes and procedures. Creates, organizes, updates, and maintains all Special Funds procedure manuals, process maps, and related documents. Performs research and gathers information on other states Underground Storage Tank (UST) regulations and financial responsibilities, makes recommendations on internal changes and implements changes, as needed. Develop and provide educational information to the public about the Underground Storage Tank Indemnification Fund (USTIF) and the Workers Compensation Security Fund (WCSF). Creates and generates letters, memos, newsletters, etc. for publication. Assists in preparing preliminary budget estimates, identifies anticipated financial needs based on trends and expected future actions. Assists in the technical training of staff. Identifies and recommends training opportunities by monitoring questions, feedback, and trends in division operations. Prepares periodic and ad hoc reports regarding Special Funds budget and financial transactions, applications and claims, and other activities or operations. Compiles data and prepares specialized reports in response to senior management requests and inquiries. Identifies trends, discrepancies, and abnormalities, shares with supervisor and manager for discussion and further action. Serves as the first point of contact and communications liaison regarding Special Funds processes and functions. Independently resolves issues and questions from other departments and offices (such as Comptroller’s office, Treasury, CMS, the Department of Labor and Industry, the Department of Environmental Protection and the TPA) related to Special Fund applications, financial transactions, claims status, litigation, and related matters. Assists with Records Retention in the transfer, maintenance, and disposal of department records to ensure compliance with state and agency records retention management policies. Conducts Records process reviews with program areas to identify and document the use, retention and disposition of agency records; working with program areas to ensure records retention schedules are appropriate. Provides support to BSF mail functions by serving as the primary mail coordinator. Sorts and distributes mail throughout the BSF. Processes online SAP (System Analysis Program) system to track, post, and verify TPA, provider, and outside counsel payments. Processes incoming USTIF fee payment checks and prepares for deposit. Creates deposit slips for payments received from liquidated estates and USTIF manual payments. Creates defense counsel assignments for WCSF claim and USTIF claim, defense and subrogation litigation. Gathers information to determine necessary action for Stop Payments, Refunds, cancelled checks, revalidation of stale-dated checks, redlines, check pulls, voided payments, and Center for Medicare Services (CMS) payments for resolution. Utilizes the TPA claim system in conjunction with SAP to promptly identify payments to determine if payments shall be reissued, refunded, or voided. Processes the Section 306(h) of the Workers’ Compensation Act reports to the PA Department of Labor and Industry related to injuries before 8/31/1993. Assists with reconciliation of Notices of Determinations (NOD’s) for liquidated estates. Maintains accurate record of WCSF Administrative Expenses per Estate. Processes Large Deductible payments and advise TPA on precise application of these to the claim files. Answers telephone and email inquiries. Manages the Death Index Excel workbook by accessing the resource available to the Fund(s) to ensure data is current and accurate. Performs as a liaison to the Department of Transportation to verify payment of CAT Fund Fees. 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. Evaluates current process and procedures and determines recommendations for improvements. Identify and recommend training opportunities by analyzing trends and data. Recommend annual budget and assessment amounts for all Special Funds. Determines cause of rejected, missing, and uncashed payments and independently resolves. Establishes initial, final and overpayment amounts for all Special Funds related claims. |
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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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