Scope of Position :

Duties and Responsibilities include :

Candidates must perform the following functions with or without reasonable accommodations.)

General Disbursements Workload Processing

In a primary or backup capacity, perform the most complex or critical functions and tasks in the FI$Cal and SCO legacy systems related to General Disbursements workloads on a rotating basis and / or as directed by supervisor.

Duties include but are not limited to the following :

Rush Warrants : Process hand-type warrants. Log, key, and print rush warrants through the FI$Cal System. Control and maintain security of the Blank Stock Warrant Lock box.

Replace damaged warrants. Ensure funding approval is received from SARD and transfer approval information to claim schedules.

Verify each rush warrant against claim schedules. Prepare warrants for release according to claim schedule instructions.

Log warrants to be released by Warrant Distribution.

Exception Processing : Verify program exception warrants are pulled from workstream for Electronic Claim Schedules and / or take effective action to recover missing warrants.

Post claim schedule information to CD102s for exceptions to be released to originating program agencies. Maintain physical custody of warrant exceptions until Statewide Accounting and Reporting Division (SARD) approves funding.

Prepare exception warrants for redeposit, reissue, or release by Disbursements. Index and maintain exception documents for archival and research purposes.

Special-Release Claims Processing : Perform the critical steps necessary to pull, sort, organize, label, match the batches of Special Release claims and deliver to the Warrant Distribution Unit accurately and on time.

Warrant Distribution : Coordinate payroll releases and over-the-counter warrant releases with Personnel / Payroll Services Division, Departmental Accounting Office, Print and Maili Operations, and Information Technology Services, staying abreast of and ensuring daily operations remain in sync with agreed upon EFT claims processing dates.

Provide release and delivery times for Divisional Management reports.

Damages : Monitor and replace damaged warrants. Verify replacement warrants against original damaged warrants; review the warrant data for accuracy and verify returned damaged warrant detail.

Work closely with Disbursements Print and Mail Operations to resolve warrants damaged during processing.

Stop Payments : Evaluate and process Replacement / Duplicate Controller’s Warrant / Stop Payment (STD435), Proof of Lost of Destroyed Payroll Warrant (CD113A and CD113B), and In-Home Support Services Request for Void / Stop Payment (IHSS Listings).

Review warrant information on outstanding warrants and determine if stop payments can be placed; approve duplicate warrants for issuance when appropriate.

If not appropriate inform the requestors.

Forgery : Review claims of forgery and approve / disapprove for processing based on laws, rules, and regulations. Verify requests for re-issuance of forged warrants received from the State Treasurer’s Office.

Prepare paper claim schedules for reimbursement of funds to the payee. Contact improper payee sources and request returns of misdirected warrants.

Payroll / Garnishments : Process Payroll Redeposits and Garnishments. Receive, evaluate, file, and maintain payroll warrants for redeposit.

Evaluate and request the production of garnishment warrants. Certify accurate payroll garnishment warrants are disbursed to state agencies.

Redeposit or reissue returned garnishment warrants according to agency direction. Initiate appropriate actions to collect delinquent accounts receivables on garnishments for redeposit.

Index, file and maintain garnishment documents (STD639, CD413, SM62, Monthly deduction report).

Stakeholder Communications / Issue Resolution

General Disbursements Subject Matter Expert

Provide expertise, input, and guidance to staff and management on subject knowledge of the varied workloads in the General Disbursements Section where guidelines are not clear.

Act as an expert staff resource responsible for consultation in the varied processes of GD and functions / navigation of FI$Cal.

Provide expertise in the development, enhancement, or correction of the FI$Cal system functions related to Post Issuance processing.

Attend in-person and virtual meetings as a subject matter expert.

Desirable Qualifications :

• Ability to communicate effectively.
• Ability to follow instructions, policies, and procedures.
• Take initiative in work both independently and as a team member.
• Excellent attention to detail.
• Excellent attendance, punctuality, and dependability.
• Ability to lift materials weighing up to 20 lbs.
• Ability to handle changing priorities and meet deadlines.
• Ability to manage multiple tasks.
• Experience with Microsoft 365 (SharePoint, Excel, Teams, Outlook, etc.)

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, hair style and texture, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation. Rev. 01 / 2023