COMMONWEALTH OF PENNSYLVANIA
invites applications for:
Administrative Assistant 1 - Open to SERS Employees Only

The Commonwealth of Pennsylvania is proud to be an equal opportunity employer supporting workplace diversity.
BARGAINING UNIT: A4, AFSCME Master Agreement
 
PAY GROUP: ST05
 
SALARY: $36,342.00 - $54,748.00 Annually
 
JOB TYPE: Civil Service Permanent Full-Time
 
DEPARTMENT: State Employees' Retirement System
 
BUREAU/DIVISION: Benefits Determination Division
 
COUNTY: Dauphin County, Pennsylvania
ADDRESS: 30 North Third Street, Harrisburg, PA, 17101
 
CONTACT: Katie Mathews, kmathews@pa.gov, 717.783.8085
 
OPENING DATE: 05/22/17
CLOSING DATE: 06/05/17 11:59 PM
 

THE POSITION:




GENERAL INFORMATION
  • SERS Only:  Applicants must currently be employed by the State Employees' Retirement System.
  • Work Hours:  A work schedule beginning and ending between 7:30 AM – 5:00 PM inclusive with a half hour or one hour lunch will be considered dependent on operational requirements.  The requested work schedule may not end prior to 4:00 PM.
  • Supervisor:  Kevin Skura

POSITION PURPOSE
Responsible for coordinating the review and processing of disability retirement applications.
 

DESCRIPTION OF WORK:


ESSENTIAL FUNCTIONS
 1.Process disability retirements
 2.Communicate clearly in writing
 3.Communicate clearly orally
 4.Type various letters and documents
 5.Interpret and apply policies and processes
 6.Maintain electronic and hardcopy files
 7.Prepare and mail letters and track the return information
 8.Research and compile chronologies of member records
 9.Use computer/software/applications such as Microsoft Office Suite, SERIS and DAWPM

RESPONSIBILITIES
ASSISTANT TO THE DIVISION DIRECTOR

Provides administrative assistance to the Division Director on a variety of projects. This includes, but is not limited to, independently researching, analyzing, making recommendations and assisting in the coordination and implementation of projects.

Prepares responses for the Division Director on inquiries from members, attorneys, state legislators and other state agencies. Responses are prepared for the Division Director, Bureau Director, Executive Office and Board Chairman's signatures.

Screens all incoming calls for the director, answers calls if appropriate or refers calls to staff as needed. Arranges meetings, prepares agendas, schedules appointments, screens internal visitors and prepares all out going correspondence.

Processes initial steps of all conditional retirement applications. This includes, receiving packages, logging actions on the SERIS system; acknowledging member's conditional application, providing instructions for the release of applications; and filing all conditional applications in DAWPM until the member withdrawals the application or proceeds with the retirement process.

Serves as backup to the Bureau Director's Administrative Officer in presenting chronology at hearings and provides administrative assistance to the Bureau Director on an as needed basis.

Provides assistance to the Division Director and other section supervisors within BDD in the recruitment process, which includes coordination and scheduling of interviews.

DISABILITY APPLICATION REVIEWS/RE-EXAMINATIONS

Reviews and processes new disability retirement applications. Duties include receiving packages and logging actions in SERIS; reviewing packages for completeness; preparing cases for review and discussion with the medical examiners; requesting additional information from members if needed; advising members of medical examiners determination; notifying members and the HR Service Center or agency of approval or denial of applications; determining effective dates and resolving discrepancies of effective dates of health care benefits.

Works directly with the contracted physicians to ensure that the disability retirements are reviewed timely. This includes contact with the member and sometimes the member's physicians to ensure current and completed documentation has been submitted and to answer any questions or concerns the physician has.

Requests additional information from members in order for the physicians to re-evaluate benefits on an annual basis; log actions on the SERIS system; prepare cases for review and discussion with the medical examiners; advise members of review outcome and/or request additional information if needed by the medical examiners and notifies members of the continuation or discontinuation of disability benefits. Monitors pension payments for disability annuitants due to the discontinuance or lack of medical status. Authorizes the release of checks when accounts have been approved for payment.

Answers questions both verbally and in writing from disability applicants and annuitants regarding disability benefits.

Prepares Disability Board package in the event of denial or discontinuation of disability retirement benefits. Advises members of Board decisions and provides the member with appeal rights.

Prepares appeal packages for all disability retirements. Duties include conducting research and providing appropriate documents and laws to support the denial and preparing material for SERS legal staff for Administrative Appeals.

Represents SERS medical examiner's opinions when attending appeal's staff review and appeals committee meetings to present disability cases for determination of changes and the continuance of the appeal process.

Verifies and provides the SERS Office of Financial Management with the number of hours for medical examiners in review of disability applications, re-examinations and hearings. Approves on-line timesheets for the medical examiners.

TRAINING COORDINATOR

Provides training to field office staff and other BDD staff on various disability and death benefits processing procedures.

PROCESSING OF NON-SUFFICIENT FUNDS

Retrieves payment for checks that are non-cashable. Checks are forwarded to BDD for preparation of a letter requesting a money order or certified check to cover non-sufficient monies.

Represents the Benefit Determination Division on various committees, as requested.

Performs related duties as required.
 

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY:


MINIMUM EXPERIENCE AND TRAINING
You must meet the minimum experience and training for the job title which are:  Such training as may have been gained through graduation from a four year college or university or any equivalent combination of experience and training. 

PA RESIDENCY
Pennsylvania residency is required.

RECRUITMENT METHODS
You must be eligible for selection in accordance with civil service rules.  Applicants must meet one of the following methods to be considered for this vacancy:
  1. Reassignment
  2. Voluntary Demotion
  3. Promotion Without Exam (PWOE)
    • You must have or have held regular civil service status in one of the following classifications:
      • Clerk Typist 3
      • Clerk 3
      • Fiscal Assistant
    • You must meet meritorious service criteria defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of this posting, and (b) the last due overall regular or probationary performance evaluation was satisfactory or higher.
    • You must meet seniority criteria defined as a minimum of one year in the next lower class(es) by the posting close date of June 5, 2017.

APPLY
The following materials must be submitted with the online application by June 5, 2017:
  • Employee performance review:  most recent regular or probationary review or indicate that one is not available
  • Memo/letter (voluntary demotion only):  indicate you will accept the appropriate reduction in pay
All applicants should apply online.  Visit www.employment.pa.gov.  Click on the Open Jobs tile.  From the Menu in the upper left corner of the screen, select the PA Internal Job Postings link.  Open the relevant job announcement and from within the announcement, click the green Apply button.

Failure to comply with the above application requirements will eliminate you from consideration for this position.  Please use the contact information provided for assistance.

 

Administrative Assistant 1 - Open to SERS Employees Only Supplemental Questionnaire
 
* 1. Have you graduated from a four year college or university?
Yes Yes    No No
 
* 2. Do you have at least four years of work experience relieving an administrator of minor administrative details such as providing advice/policy information to the public, arranging meetings/conferences, preparing budgets, purchasing, etc.? Limited clerical experience as a file clerk, messenger, machine operator, etc. does not qualify.
Yes Yes    No No
 
* Required Question