Job Posting
PA State Employees Retirement System
Department: 70-State Employees' Ret Sys
Organization: 702250-Bensalem Regional Counseling Center
Job Code/Title: 2300-Clerk Typist 3
Position Number: 131078
Announcement Number:
County: Bucks
Work Location: Bensalem Regional Counseling Center Address:
3331 Street Road
Suite 420, Building 2
Bensalem, PA 19020

Agency Headquarters Address:
PA State Employees' Retirement System
30 North Third Street
Harrisburg, PA 17101-1716
Type of Job: Civil Service
Union: AFSCME
Bargaining Unit: A1
Seniority Unit: Philadelphia Field Office
Type Position: Permanent / Full Time
Salary Range: $32,196 - $48,039
Pay Schedule / Range: ST / ST04
Posting Length: 15 days
Posting Dates: 3/14/2017 - 3/28/2017
Contact Number: (717)783-8085 or kmathews@pa.gov
Information:
Work Hours: 8:00 a.m. - 4:30 p.m.

Supervisor: Laurie Johnson

This vacancy is subject to the seniority provisions of the AFSCME Master Agreement.
Description of Duties:
CLERICAL DUTIES

- 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. 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. Required to compile statistics and prepare weekly reports for that section. 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.

- 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. Print 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. Notify SERS Manager when postage falls below established amount.

- Prepare form letters and memos from written drafts, labels, etc, as required. File and purge documents and records in accordance with established procedures.

Assist 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 BENEFICIARY 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 NOTIFICATIONS

- Take appropriate information concerning death of a member. Forward information to Administrative Assistant. 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. Check for file or initiate a file for the member. 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 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.

PHONE SYSTEM

- Serve as coordinator for voice operated mail system to include scripting, recording, and retrieving messages. Serve as primary operator in the Regional Counseling Center.

GENERAL

- Comply with agency policies regarding transaction reporting.

- Perform other office related duties as needed.
Essential Functions:
1. Answer calls/general benefits questions
2. Receive/initiate request for estimates
3. Review all counseling center documents
4. Scan/process documents into DAWPM system
5. Process death benefits claims
6. Process refund request by non-vested member
7. Assist members with direct deposit
8. Assist members with change of address
9. Help members w/ Federal withhold certificates
10. Maintain counselors' appt. schedules
 
Last Date Job Applications Will Be Accepted: Tuesday, March 28, 2017

THIS POSITION MUST BE POSTED FOR 15 CALENDAR DAYS:

The next lower classification(s) for promotional purposes in accordance with collective bargaining:

Recruitment Method(s):

Applicants must meet one (or more) of the following methods(s) to be considered for this vacancy:

  • Seniority Promotion (Bidding employees in the next lower classification within the designated seniority unit.)
  • Seniority Unit Lateral (Movement to the same class title within the designated seniority unit.)
  • Civil Service Lists (Fill by examination in accordance with collective bargaining.)
When the collective bargaining obligation(s) have been met, then the following recruitment methods may be used:
  • Promotion Without Examination
  • Transfer
  • Reassignment
  • Voluntary Demotion
  • Reinstatement
Eligibility - all candidates
  1. Meet the minimum experience and training required for the job: 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.

  2. Be a resident of Pennsylvania.

  3. Be eligible for selection in accordance with Civil Service rules.
Eligibility - Competitive Promotion Without Examination Only

          CLASS RESTRICTIONS

  1. Have held regular civil service status in one of the following classifications:
    • Clerk Typist 2
    • Clerk Stenographer 2

    To be considered for the vacancy, all applicants must meet the minimum experience and training requirements, including individuals holding job titles listed as next lower class under the promotion without exam option.


    Selection Criteria

  2. Minimum experience and training required for the job.
  3. Meritorious service; defined as (a) the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting, and (b) the last due overall regular or probationary performance evaluation was satisfactory or higher.
  4. Seniority, defined as a minimum of one year(s) in the next lower class(es) by the posting closing date of 3/28/2017.

    Application Instructions

  5. Interested qualified applicants must submit all requested materials as specified in the "How To Apply Section". Failure to comply with the above application requirements will eliminate you from consideration for this position. Send completed application materials to the address listed in "How To Apply" section.

  6. Additional information may be obtained by calling: (717)783-8085

    This section is issued for compliance with Management Directive 580.19, Promotion in the Classified Service without Examination.

How to apply - all candidates:

The following materials must be mailed and postmarked on or before Tuesday, March 28, 2017:

  1. Completed Civil Service Application (0.40 MB)
  2. Most recent Employee Performance Review or indicate that one is not available
  3. SERS Bid Form
  4. Voluntary Demotion only: written memo/letter indicating you will accept the appropriate reduction in pay

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

If interested in applying by mail, please send above specified materials to:

        Mail: PA State Employees' Retirement System
        ATTN: HR/Recruitment
        30 North Third Street, Suite 150
        Harrisburg, PA 17101
       
        Fax: ATTN: SERS-HR at 717-783-0581
       
        We currently DO NOT accept bid packets via email.
       
       


The Commonwealth of Pennsylvania is an equal opportunity employer.