Civil Service Permanent Full-Time. State Employees' Retirement System

Transcription

1 COMMONWEALTH OF PENNSYLVANIA invites applications for: Fiscal Technician SALARY: $37, $57, Annually The Commonwealth of Pennsylvania is proud to be an equal opportunity employer supporting workplace diversity. JOB TYPE: DEPARTMENT: LOCATION: Civil Service Permanent Full-Time State Employees' Retirement System Dauphin County OPENING DATE: 10/02/18 CLOSING DATE: 10/16/18 11:59 PM JOB CODE: POSITION NUMBER: UNION: AFSCME Master Agreement BARGAINING UNIT: A1 PAY GROUP: ST05 BUREAU/DIVISION CODE: 4040 BUREAU/DIVISION: Investment Control Division WORKSITE ADDRESS: 30 North 3rd Street CITY: Harrisburg, PA ZIP CODE: CONTACT NAME: Jim Ditty CONTACT PHONE: CONTACT jameditty@pa.gov THE POSITION: GENERAL INFORMATION This opportunity has been posted to both the internal job postings page and the commonwealth's main employment page. If you are a current or former commonwealth employee, you may want to apply to both the internal posting (bid) and external posting (civil service list). Preferred Work Hours: 8:30 a.m. to 5:00 p.m. with one hour for lunch. Other work schedules may be considered. The selected candidate must work until at least 4:00 p.m. Supervisor: Myisha Ebersole, Investment Accountant Seniority: This vacancy is subject to the seniority provisions of the AFSCME Master Agreement.

2 POSITION PURPOSE The individual in this position performs a key role in the operation of the Investment Control Division (ICD) within the Office of Finance and Administration (OFA). The Pennsylvania State Employees' Retirement Fund (SERS) is a multi-billion dollar fund and one of the largest Public Pension funds in the nation. The security holdings of the Pension Fund are diversified across various asset classes, which include: Domestic and International Equities (Stocks); Domestic and International fixed income (Bonds); short term securities and Commercial paper; Direct and Pooled Real Estate holdings; Domestic and International Private Equity Limited Partnerships strategies. There are over 400 separate contracts with external Investment Managers to manage the investment holdings. The primary responsibilities of this position are the analysis and classification of Master Trust Bank (MTB) daily accounting reports; classification and processing of checks received by our mail room, and the tracking and reconciliation of various investment related GL accounts. This position is also responsible for the review of documentation, posting data, monthly reconciliation, documenting any problems and their resolution, and generating reports for rebate commissions, minority broker commissions, and total commissions. The employee must have knowledge of Office Suite and be able to maintain the appropriate systems, records, and files to completely document and track the reporting of information. DESCRIPTION OF WORK: ESSENTIAL FUNCTIONS Analyze and classify Master Trust Bank (MTB) daily accounting reports. Classify and process checks received by our mail room. Process ACH redeposits received via documentation. Monitor real estate and private equity cash distributions. Review/prepare Directed Comm and Minority Comm Rpts. Review/prepare Monthly Total Comm Rpts. Initiate contact to resolve problems associated with all aspects of this job. Use Microsoft Excel proficiently Review/prepare commonwealth documents to process remittances and expenditures associated with this job description. RESPONSIBILITIES a. Analyzes MTB accounting reports and enters the necessary detailed information (investment income, purchases, sales) by General Ledger Account Code into the Document Preparation Subsystem of the SBT Accounting system. This documents the disbursement or receipt of funds by the preparation of the Voucher Transmittal (VT) or the Transmittal of Revenue (TR). This process includes the analysis of individual transactions, assignment of general ledger codes, verification of mathematical calculations, and distribution of documents. Special income and other non-routine items require additional analysis, in order to properly record those transactions. The detailed information from preparation of the VT and TR is transferred to the General Ledger for posting. Independently initiates contact with the Investment Manager, the MTB and /or the State Treasurer by telephone to resolve discrepancies detected during the verification of investment transactions. Documents the problem, records all necessary action required to resolve the problem, and the date/time the problem was resolved. b. Receives correspondence notifying SERS of pending cash and stock distributions. Documents the Managers' names and the distribution dates. Monitors both pending receipt logs until funds and or stock is receipted at the MTB. When necessary, initiates contact with the Investment Manager and /or the MTB by telephone to resolve discrepancies. Documents the problem, records all necessary action required resolving the problem, and the date/time the problem was resolved. As required tracks interest due for late payments. c. Reviews all directed commissions (soft dollar and minority) earnings generated through domestic trades authorized by SERS' domestic investment advisors to the specified directed commissions brokers, in accordance with established practices. Reviews the data submitted by all participating investment advisors and soft dollar brokers and verifies that the brokers use the ratio from the agreement to calculate the directed commission earnings for conversion to hard dollars. Documents any soft dollar and/or minority discrepancies and contacts the investment advisor, broker and MTB to resolve the differences. Ensures that invoices and letters authorizing the brokers' payment of invoices are processed, paid and documented on the brokers' monthly statements. Directed commission and minority broker reports are prepared monthly and reported to SERS' Board at its scheduled meetings.

3 d. Reviews and reports equity brokerage commissions (total commissions) to the SERS' Board by use of computer spreadsheet applications and computer link to the pension fund's MTB and Eagle Investment Systems. This includes both domestic and international commissions generated by SERS' investment advisors with more than 200 different brokerage firms throughout the world. These commissions are reconciled monthly and reported to SERS' Board at its scheduled meetings. On an annual basis, assembles, analyzes and prepares reports on all Broker commissions, which must be reported to the Legislature, as well as to the general public in SERS Comprehensive Annual Financial Report (CAFR). e. Maintains investment income suspense account. Any trades that cannot be posted to the proper account due to lack of information are posted to an investment suspense accounts until the necessary information is received for posting to proper account. Reconciles the detail of the suspense account to the general ledger. f. On a daily basis, analyzes, reviews and processes Employer and Employee contributions to the SERS Fund. Receives and reviews member correspondence and assigns the applicable State Employee Retirement Information System (SERIS) process type code into the system, as well as other required information. Verifies that all required information has been entered into SERIS correctly, and if necessary, initiates any corrective action required. Reviews correspondence and determines compliance with established rules and procedures that govern the purchase of service by members, and returns to the member any incomplete remittance for corrective action. Reviews date, payee, amount and signature on the checks to insure negotiability. As the checks are applied to SERIS, the member's account is updated on a real time basis. A completed Transmittal of Revenue (TR) is produced the next day from the data entered. Based on the TR and reports, the checks are prepared for deposit and submitted to the Central Services Comptroller's Office, Revenue Accounting Division for processing. g. Receives and processes all checks listed on the Benefits Redeposit Journal. Responsible for the suspense of all non-treasury refund checks until appropriate information is obtained to assist in the assignment of the correct code for deposit. After reviewing the Check Journal, assigns the process type code. Verifies that the check information has been entered in SERIS correctly and, if necessary, initiates any required corrective action. A completed Refund of Expenditure (ROE) is produced by SERIS the next day from the data entered. Checks are prepared for deposit and submitted with the ROE to the Central Services Comptroller's Office, Revenue Accounting Division for processing. h. Processes ACH redeposits received via documentation. Responsible for the suspense of Treasury refunds until appropriate information is obtained to assist in the determining the correct fund code for the deposit. After reviewing the information received, verifies that the ACH deposit information has been entered in SERIS correctly and, if necessary, initiates any required corrective action. A completed Refund of Expenditure (ROE) is produced by SERIS the next day from the data uploaded from Treasury and is submitted to the Central Services Comptroller's Office, Revenue Accounting Division for processing. Performs special projects as required. Performs related duties as required. DECISION MAKING Normal work assignments are made verbally; special project assignments are made by memorandum and verbally. Supervisor will occasionally review vendor payment worksheets for accuracy and completeness. Will give daily assistance with regard to handling of non-routine matters. Supervisor periodically reviews all documents and completed checks processed through the advancement account. REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY: MINIMUM EXPERIENCE AND TRAINING You must meet the minimum experience and training for the job title. One year as a Fiscal Assistant or three years of work involving the maintenance of fiscal or financial records, including one year of responsible work which involves the application of accounting or fiscal principles and practices; and graduation from high school; or one year of experience in maintaining and reviewing fiscal records and an Associate degree in accounting or business administration; or Any equivalent combination of experience and training. PA RESIDENCY

4 Pennsylvania residence 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 The next lower classification(s) for promotion purposes in accordance with collective bargaining are: Fiscal Assistant When collective bargaining obligations have been met, then the following recruitment methods may be used: Civil Service Lists Transfer Reassignment Voluntary Demotion Reinstatement Promotion Without Exam (PWOE) Promotion provisions are subject to the collective bargaining agreement or memorandum of understanding. You must have or have held regular civil service status in one of the following classifications: Fiscal Assistant Clerk Typist 3 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 positing, 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 material must be submitted with the online application: Resume Employee performance review: most recent regular or probationary review or indicate that one is not available Letter (voluntary demotion only): indicate you will accept the appropriate reduction in pay Applicants should apply online. Visit 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. APPLICATIONS MAY BE FILED ONLINE AT: OUR OFFICE IS LOCATED AT: 613 North Street Harrisburg, PA Position # FISCAL TECHNICIAN JD

5 An Equal Opportunity Employer