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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50698725 |
Description Activated On: 1/9/2026 1:39:05 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 reconciles annuity payment report data with physical checks and member records. The position is responsible for sending out notifications of payment interruptions and for requesting address verifications. The position updates member computer records as needed to stop payments, pull checks, or reissue payments. This position also provides assistance for the annual 1099-R tax form preparation and issuance. |
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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. INTERNAL REVENUE SERVICE (IRS) TAX FORM 1099-R Assist with the coordination of the IRS 1099-R tax forms for over 100,000 SERS benefit recipients. Reconcile 1099-R report data against member records in the State Employee Retirement Information System (SERIS). Identify the reason for discrepancies between reported data and member records. Correct errors and complete account adjustments as directed by supervisor. Review member records and annotate the 1099-R variance report generated by the Office of Finance and Administration (OFA). Field calls and answer questions related to the annual 1099-R tax form issuance. CHECKS AND DIRECT DEPOSIT Generate, review, and reconcile reports and perform appropriate follow-up actions. - Returned check report (daily) - ACH report (daily) - Stopped accounts report (weekly) - Re-deposit report (weekly) - Notification of change (NOC) report (as needed) - Check the direct deposit report (monthly) - Check Stale-dated report (monthly) - Un-cashed check report (quarterly) - Outstanding re-deposits report (quarterly) - Three payment report (quarterly) - Check journal not applied (NA) report (quarterly) - Take credit report (annually) - Additional reports as needed Review and research daily returned checks and Automated Clearing House (ACH) payments. Post the updates to the system with the returned payment information and analyze the account to determine if the payment should be re-issued or re-deposited back into the member’s account. Work with Treasury staff to initiate stop payments on lost or stolen checks and research the account to determine if there is a reason why the member did not receive the check. Secure proper documentation from the member to reissue a subsequent payment and set up the workflow to have the check reissued. Post update, upon receipt of a new check, to the system with the new check information. Terminate annuitant’s payment due to insufficient address after reviewing all documents requesting changes to payroll data be made to ensure the compliance to SERS processing and security standards. Research accounts to verify if more than one check has been returned in order to reissue all checks at the same time. Initiate check pulls before the monthly or supplemental payroll is released from Treasury for accounts with an incorrect address, fraud, closed bank account, death, incorrect payment or return to service. Audit check amounts when the checks are received from Treasury to ensure they concur with the accompanying report. Review and research accounts on the annual take credit listing of all un-cashed checks for the fiscal year. Prepare affidavits for members and when returned forward them to Treasury for the reissuance of the checks. Disburse checks upon receipt from Treasury according to policies and procedures. Make sure checks for deceased members are re-deposited and paid out as a death benefit. Respond to telephone calls and member correspondence verbally or in writing in support of annuity processing and disbursements, including missing checks, federal withholding changes, direct deposit questions, 1099R issues and address problems. Audit pre-note lists from Treasury for changes of account and routing numbers and update the SERIS system. Analyze and audit weekly and quarterly reports in relation to stopped accounts and multiple check reports. Determine the disposition of the checks and the account based on the analysis. Maintain documentation on return check registers. Re-deposit monies to member accounts for end-of-year processing. Mail information to members regarding re-deposited funds and request address verification. Place stop payment indicator on members’ records. Reissue payment based on established timeframes. Perform 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. The incumbent must have working knowledge of member records retained within SERIS in order to effectively review member data against various reports and to make determinations on the best ways to proceed to resolve issues. In general, the work requires a strong understanding of the benefit payment process. The work also requires a high degree of accuracy in reconciling report data to member records - especially since the actions taken have a monetary impact. In response to annuitant’s inquiry, research accounts, determine when checks are released, to what address, etc. Work is performed in accordance with agency policies and procedures. Since responsibilities largely deal with annuity payments, the incumbent must adhere to the annuity pay processing schedule. This makes much of the work time sensitive. Work is also governed by parameters established by Treasury, such as the length of time a check may remain un-cashed before becoming stale which then requires check revalidation (replacement). Routine work is performed independently, with new or unusual circumstances being discussed with the supervisor, who is an Administrative Officer 1. |
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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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