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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00227826 |
Description Activated On: 4/29/2025 11:29:14 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 serves as the initial contact between the members and the Regional Counseling Center staff. Performs a variety of complex clerical duties to support the SERS State College Area 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. RECEPTIONIST DUTIES - Serve as primary operator for the office. Answer main telephone lines, ascertain subject of call, answer general questions, and/or transfer call to appropriate staff member. Must be familiar with all retirement and health insurance related forms so they may assist members in completing forms both in person and via telephone. Independently prepares memorandums, correspondence and reports as necessary and/or forms in work processing programs, which will improve the efficiency and accuracy of field office documents. - Responsible to greet and assist visitors of SERS, which include active or retired members, State Officials, Investment Managers, Attorneys and the general public. Assists members by ascertaining their area of concern, reviewing their State Employees Retirement Information System (SERIS) computer records to answer questions and/or contact the specific area within SERS that can properly assist them. Answer questions of a general nature concerning retirement, supplemental benefits eligibility, and benefit processing. Responsible to attain knowledge of all areas of the Retirement System and current changes so that they may generally provide assistance on the subject in question. - Review and prepare documents for scanning. Scan documents into Document and Work Process Management (DAWPM) system, determining proper batch to be used. Using, DAWPM, indexes documents by determining proper category and priority, forward or reject folder as appropriate. Review DAWPM field office category daily. Review folders and documents for proper completion and missing documents. Forward, pend or reject as appropriate. Prints copies to mail to the member as needed. Keeps a log of batch numbers and follows filing/storing requirements as established by SERS. - Open, date stamp and record correspondence in mail log as needed. Distribute mail to appropriate staff member, Central Office, or other agency as required. Operate postage meter machine to weigh and stamp outgoing mail. - Prepare form letters and memos from written drafts, labels, etc, as required. File and purge documents and records in accordance with established procedures. - Assists the counselors with preparation of data and information needed for informational seminar programs. May attend presentation to assist with set up, registration and other duties. PROCESSING OF RETIREMENT APPLICATION PACKAGES - Review all retirement, vesting, and option change application packages before scanning. Check forms for completeness. Return any incomplete forms to the counselor. Scan packages into DAWPM. Pend incomplete packages awaiting necessary forms, or forward completed packages for processing. Place tickle note on incomplete packages with a list of forms necessary to complete packages. When all necessary forms are received, forward the package. Maintain a record and type of packages forwarded for processing. - Return a copy of the Retirement Application, beneficiary form, (if used) and other necessary forms to the member, along with appropriate letter informing the member that the package is complete and has been forwarded for processing. FORM PROCESSING - Respond to requests by members for various forms. Review SERIS screen to determine if requested form is appropriate. Review returned form for completeness and correctness. Check additional documentation, if required, for accuracy of information inserted on the form. If unacceptable, return the form to the member with a letter explaining the discrepancy and the corrective action required. Assist the member as needed. Maintain a log of returned forms. ANNUITANT BENFICIARY FORMS - Receive and review all retired beneficiary forms. Check for Domestic Relations Orders (DRO) and retirement option. If unacceptable, send the letter explaining errors to annuitant with a copy of voided beneficiary form. Scan the copy of the letter and original beneficiary form. Index and review in DAWPM. DEATH AND REFUND NOTIFICATIONS - Take appropriate information from member or contact person regarding death or refund of contributions and interest. Complete Death or Refund Request Notification form and forward information to Administrative Assistant. Refer call to counselor if information indicates need for counseling. Stop monthly annuity for member in the absence of the Administrative Assistant. - UNRECEIVED CHECK PROCESSING - If a member calls to report they did not receive their annuity check, review the payroll record to verify the check was issued. Inform member of time limit allowed to deliver the check and the process after a stop payment has been started. Contact the appropriate Central Office staff to report lost/stolen check and initiate the stop payment process. If the member was due a check and none had been issued, inform the member of steps necessary to have a check issued. REQUESTS FOR SERVICE PURCHASES - Assist members and agency personnel office staff in completing forms and obtaining documents necessary for purchase of service. Scan documents into DAWPM and forward completed requests for processing. Direct non-routine requests to appropriate staff member. ESTIMATE REQUESTS - Complete Client Data Sheet for members requesting retirement estimate as needed. Enter data into SERIS; print out BEN03 and FND 64 screens. Check for file or initiate a file for the member. Log in estimate request. Provide file folder with Client Data Sheet and printed SERIS information to appropriate counselor. POWER OF ATTORNEY/GUARDIANSHIP - Request and receive Power of Attorney (POA) forms and Guardianship papers. Review for Signature Verification form. Send for completion, if necessary. Forward both POA and Guardianship papers to Legal Division with cover memo–indicating reason for review. Scan cover memo and change requested to proper category in DAWPM. Follow up on POA approvals to ensure requested changes are made to member’s account. HEALTH CARE CHANGE FORMS - Receive and review Health Care Change forms for accuracy and completeness. Contact annuitant for any additional information necessary to process changes. Send originals to Pennsylvania Employees Benefit Trust Fund (PEBTF) with any additional attachments. Scan and index form to Health Care Technician in Central Office using DAWPM. Answer questions regarding changes and follow up with PEBTF concerning non-receipt of medical cards and problems with coverage. Explain changes in medical coverage when annuitant becomes Medicare eligible. Maintain an updated PEBTF manual for reference. GENERAL - Comply with agency policies regarding transaction reporting - 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. Normal work assignments are completed independently. Supervisor will occasionally assign special project assignments and review work. |
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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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