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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00182102 |
Description Activated On: 4/10/2026 3:45:16 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 the administrative coordinator to the Regional Manager of the Harrisburg Regional Counseling Center. The work involves providing a variety of technical and support services as necessary in the everyday operations of the Regional Counseling Center. |
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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. DEATH BENEFIT PROCESSING Receive death notification, stop annuity check, review and analyze the file of the deceased to determine eligible beneficiary(ies) or designated survivor based on the option election. This involves using the Document and Work Process Management (DAWPM) system and the State Employees Retirement Information System (SERIS). Check DAWPM Library to review and analyze retirement application, beneficiary information and all other documents affecting the death benefit. Initiate research to determine the location of a beneficiary if listed address is incorrect. Determine the status of current monthly check and select appropriate letter for beneficiary, survivor or estate. Calculate either the amount payable or the overpayment in accordance with SERS Code. If there is an overpayment, establish the Invoice number on SERIS. Update DAWPM indicating the initial letter was sent. When death certificate and required information/overpayment are received, check for completion and accuracy. Primary contact for inquiries from beneficiaries/designated survivors, attorneys, executors, etc., concerning health coverage (ACT 183), tax information and SERS policies and procedures. Assure that replies are in compliance with SERS public information policies, confidentiality requirements and SERS Code (Title 71). Prepare and submit completed member death package to Central Office for processing. Forward all incomplete packages to Central Office when all efforts have been exhausted to obtain appropriate documentation from beneficiary(ies) or designated survivor. Scan and index these documents into DAWPM, review and forward to BDD for further processing. REFUNDS Receive member’s request, research account and determine eligibility for a refund or an annuity. Inform member of rollover availability and tax consequences. Also informs member of service purchase procedures, payment methods and time frames involved. Mail necessary forms and information to members. Send Debt Verification - Refund of Member’s Contributions to agency comptroller. Scan and index refund request into DAWPM. When forms are returned, check for accuracy and completion. If necessary, send second request to agency/members for forms needed to complete package. When all necessary forms are returned and are complete, scan and index to BDD for further processing. LEAD WORKER Function as the lead worker for clerical staff by distributing and interpreting work assignments, providing assistance, conducting on-the-job training and reviewing completed assignments, as required. Update clerical procedural binder as changes are received from Central Office, Regional Manager or by recognizing any needed changes that would increase efficiency and effectiveness of the Counseling Center operations. Develop new procedures, forms or form letters as needed. VISA ACCOUNT Maintain the Regional Counseling Center VISA Account utilizing the Commonwealth procurement guidelines and established procedures. Reconcile the account on a monthly basis. Research and resolve discrepancies within established time frames. PURCHASING AND CONTRACTED SERVICES Maintain inventory of all office supplies and furniture in accordance with established guidelines. Refer to catalogs, state contracts and other sources to obtain prices, specifications and other necessary information. Utilize the appropriate purchasing method such as supplies encumbrance, miscellaneous encumbrance, general invoice, field limited purchase order, contract purchasing, warehouse purchasing or direct bidding process. Serve as Regional Counseling Center automotive officer. Arrange for routine and non-routine service to vehicles assigned to the Regional Counseling Center. Complete and submit monthly automotive reports to Central Office within established timeframes and in accordance with established procedure. Serve as coordinator for the Regional Counseling Center maintenance agreements and service purchase contracts in accordance with established Commonwealth procedures. Coordinate service and repairs as specified in these agreements and seeks bids for contracted services. Arrange preventive maintenance checks. TRAINING COORDINATOR Serve as the Regional Counseling Center Training Coordinator as liaison with Counseling Center staff and Central Office. Send quarterly report of any training activity to Central Office. Prepare out servicing training and Office of Administration training requests for field office staff. Follow-up with training coordinator in Central Office. EXTERNAL LIAISON Serve as liaison with outside agencies, i.e. Social Security Administration, Office of the Aging, Blue Cross/Blue Shield, PEBTF, HMO’s, area estate planning councils, PSECU, deferred comp, etc. to obtain existing and/or new informational materials. Review the content of the new material and provides the Regional Counseling Center Manager with the findings. TRAVEL ARRANGEMENTS Arrange overnight lodging for members of SERS when visiting the Regional Counseling Center. Arrange travel and lodging for out of area visits for staff of the Regional Counseling Center. Prepare all necessary documentation to secure tickets, reservations, etc. in accordance with established Commonwealth rules and regulations. Prepare travel vouchers for Regional Counseling Center staff and submits to Central Office for farther processing. MISCELLANEOUS SUPPORT DUTIES Assist Clerk Typist III in receiving visitors, answering telephones, opening and distributing mail, etc. as needed. Intervene in order to respond to non-routine inquiries or situations. Scan necessary office materials in the absence of the Clerk Typist III. Provide clerical assistance during the peak or overload periods. Schedule appointments for manager and counselors as requested. Assist at informational programs as needed. Compose correspondence based on the nature of the inquiry, to answer routine and non-routine retirement and annuity questions. Perform other office 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. This position is under the direct supervision of the SERS Regional Office Manager. Assignments are carried out with considerable initiative and independence with limited review while in progress. Finished work is reviewed through conferences and evaluation of results for adherence to procedures and standards. |
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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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