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COMMONWEALTH OF PENNSYLVANIA
invites applications for:

Clerk Typist 3



The Commonwealth of Pennsylvania is proud to be an equal opportunity employer supporting workplace diversity.
SALARY: $32,841.00 - $48,998.00 Annually
JOB TYPE: Civil Service Permanent Full-Time
DEPARTMENT: State Employees' Retirement System
LOCATION: Dauphin County
OPENING DATE: 08/11/17
CLOSING DATE: 08/25/17 11:59 PM
JOB CODE: 00230
POSITION NUMBER: 00016371
UNION: AFSCME
BARGAINING UNIT: A1
PAY GROUP: ST04
BUREAU/DIVISION CODE: 2320
BUREAU/DIVISION: Membership Services Division
WORKSITE ADDRESS: 30 North Third Street
CITY: Harrisburg, PA
ZIP CODE: 17101
CONTACT NAME: Katie Mathews
CONTACT PHONE: 717.783.8085
CONTACT EMAIL: kmathews@pa.gov
THE POSITION:

GENERAL INFORMATION
  • Work Hours: 
    • Option 1:  8:00 a.m. - 4:30 p.m. with a one hour lunch
    • Option 2:  8:00 a.m. - 4:00 p.m. with a half hour lunch
  • Supervisor:  Becky Parker, Administrative Assistant 1
  • Seniority: This vacancy is subject to the seniority provisions of the AFSCME Master Agreement
POSITION PURPOSE
Provides clerical and office support within Membership Services Division to ensure its operations are conducted efficiently and effectively.
DESCRIPTION OF WORK:
ESSENTIAL FUNCTIONS
  1. Use SERS Code and Rules
  2. Review all service purchase requests received
  3. Communicate effectively
  4. Acknowledge changes in beneficiary forms & std21
  5. Prepare correspondence for beneficiary forms
  6. Process purchase of service requests received
  7. Order supplies for the Division
  8. Scan all documentation for the Bureau
  9. Lift and Move up to 40 pounds
  10. Use SERIS, DAWPM and Microsoft Office Suite and standard office equipment
RESPONSIBILITIES
Review all requests for service purchase received to determine eligibility. This requires the incumbent to have a working knowledge of the State Employees' Retirement Code and Rules and Regulations.

Request any additional information necessary for the completion of the service purchase request. This requires the incumbent to have a working knowledge of the proper forms and supporting documentation required.

Compose correspondence as necessary to members and employers, ensuring accuracy of content.

When a member requests to purchase service through a lump sum payment or payroll deductions, the incumbent is required to establish the arrears using SER-09 module in SERIS. This must be done on the same date the request is received. This requires the incumbent to be aware of all outstanding invoices and assure that the proper debt is established as well as assuring that the debt is established for the appropriate member.

When a member requests to make payroll deductions for the purchase of service, the incumbent must notify the appropriate agency comptroller to begin payroll deductions. This requires the incumbent to calculate the remaining balance if a partial payment is made and determine the number and amount of payroll deductions to be withheld.

Acknowledge receipt of all active change in beneficiary forms filed. This includes the entering of the beneficiary information in SERIS through the STD21 module. This information is used in the preparation of the annual Member Statement; therefore, it must be timely and accurate.

If a beneficiary form is filed and is not acceptable, the incumbent must prepare correspondence to advise the member of the potential that the form filed would not be payable in the event of the member's death to encourage the member to file a form which would be payable. The form must contain accurate information in order to process a benefit in the future.

Mail all new member packages received weekly from our Office of Information Technology. This requires the assembly of the material necessary to be provided with each packet.

Process all requests for multiple service received from State employees and from the Public School Employees' Retirement System. This requires the incumbent to search for a file and, if necessary, request that the file be brought in from the State Records Center. The incumbent in this position must determine the eligibility of the state/school employee making the request; whether the State service being requested is purchasable; and obtaining information necessary to allow a Retirement Technician to prepare an invoice if the information is not available.

Determines when a request is made for the purchase of service and does not qualify that a denial letter must be sent, forwards to the Administrative Assistant for preparation of the denial letter. Accuracy and general knowledge of the retirement code is required, as a denial could result in an appeal and legal processing.

Responsible for prepping, scanning and indexing of mail and loose documentation into the DAWPM system to include:
- Prep and sort incoming mail. Prepping includes identifying mail which does not contain a member's Social Security Number for retrieval from SERS database; recognizing legal documents which must be sent to the legal division and recognizing documents which will not scan well, making Xerox copies or grouping for scanning.
- All loose paperwork generated by the agency outside the Imaging System (DAWPM) must also be sorted and prepped for scanning into DAWPM.
- Scan all incoming documents which requires logging batches for retrieval of original documents at a later time; choosing the correct batch number and assuring documents are scanned properly and forwarded for the indexing process.
- Index all scanned documents which requires knowledge of all work processes to correctly identify scanned documents.
- Retrieves from the master files all in-house e-mailed fiche requests and system generated fiche requests. Makes duplication of individual master files, and delivery of the duplicates to the appropriate person.
- Transfers microfiche using the ScanPro to a document file then indexes the information to DAWPM.
- Assists in the filling of file requests generated outside of the Imaging System as well as assist in researching routine requests where a master record is not available by utilizing the alpha card system, the 056 (final termination fiche) and SERIS.

Prepping/Scanning, indexing, and pulling/duplicating of fiche are done on a weekly rotational basis. Fiche indexing continues throughout each week.

Relocates scanned document boxes for the appropriate month to designated area for transfer to the State Records Center; providing batching listing for all boxes for that month to the supervisor.

Receive and distribute mail for the Membership Services Division.

Receive and respond to all telephone calls directed to the Membership Services Division. These calls can relate to the purchase of service, multiple service or general information concerning an account. The incumbent is required to respond to members, employers, attorneys, Representatives and Senators or staff making inquiries.

Order supplies for the division, by accessing supply order database.

All work processed by incumbent is done by utilizing an optical imagining system, which includes importing documents, attaching notes, forwarding folders within the system, etc.

Prepare a monthly activity of work performed outside of the Imaging System.

Perform other related duties as required.

The incumbent must be able to use the following equipment:
Personal computer
Scanner
Copier equipment
Standard calculator
Laser printer
Microfiche viewer/reader/printer
Fax machine
REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY:
MINIMUM EXPERIENCE AND TRAINING
You must meet the minimum experience and training for the job title which are: 

Six months as a Clerk Typist 2, and educational development to the level of completion of high school; or One year of progressively complex clerical typing experience and completion of high school; or Six months of moderately complex clerical typing work and completion of a post high school business curriculum; or Any equivalent experience and/or training which provided the required knowledges, skills, and abilities.

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. Seniority Promotion
  2. Seniority Unit Lateral
  3. Seniority Civil Service Lists
When the collective bargaining obligation(s) have been met, then the following recruitment methods may be used:
  1. Civil Service Lists
  2. Transfer
  3. Reassignment
  4. Voluntary Demotion
  5. Reinstatement
  6. Promotion Without Exam (PWOE)
    • You must have or have held regular civil service status in one of the following classifications:
      • Clerk Typist 2
      • Clerk Stenographer 2
    • 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.
APPLY
The following materials must be submitted with the online application:
  • 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
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.  Use the point of contact listed above if you are unable to apply online and require assistance with an alternate application method.

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

You can track the status of current SERS openings from the Jobs page of the SERS website.