Scope of Position :

Under general supervision provided by a Supervising Program Technician III, the Program Technician III will process detailed program information using the FI$Cal System while following Disbursements Bureau guidelines and procedures and exercising a high degree of initiative and independent judgment.

The incumbent will also provide, as needed, sensitive and detailed information to management, employees, state agencies, public, or other public jurisdictions.

These duties will be performed in the Post Issuance Unit of the General Disbursements Section. This position will learn all Post Issuance Unit workloads and serve as a subject matter expert in post issuance processing.

The incumbent will also function as the Disbursements Bureau Bilingual Liaison. Duties include, but are not limited to the following :

Duties and Responsibilities :

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

Post Issuance Workload Processing

Utilizing the FI$Cal System, perform all functions and tasks related to the Post Issuance Unit workloads on a rotating basis and / or as directed by supervisors.

Duties include but are not limited to the following :

Redeposits / Returns : Process returns by determining and applying the correct system code to generate and distribute a CD-173 to appropriate agencies.

Process CD-173 responses by re-depositing or re-mailing warrants. Update the status of warrants to inform issuing agencies and STO.

Process auto-redeposits for payments issued by FTB, Medi-Cal, EDD, Blue Cross and others.

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).

• Prepare daily statistical reports utilizing Microsoft Excel and FI$Cal to provide data on in-progress and completed work for submission to the General Disbursements GD manager.
• Maintain appropriate files, which includes pending, closed / no action, and completed reissues files.
• Utilize MIS Image Depot Workstation to retrieve copies of paid warrants. Retrieve data from microfilm regarding paid warrants.
• Ensure accuracy and timeliness in processing all work in accordance with established guidelines.

Stakeholder Communications / Issue Resolution

• Act as the Disbursements Bureau Bilingual Liaison, in compliance with the Bilingual Services Act, to effectively respond to Spanish-language customer calls and correspondence.
• Answer the General Disbursements telephone line and inquiries directed to the email box related to Post Issuance Concerns.

Provide sensitive and detailed program information and direction to the public, employees, and state agencies concerning the post issuance process, laws, rules, and regulations governing the reissuance of lost, stolen, destroyed, or never received warrants.

Communicate professionally and often with Disbursements Management and SCO division contacts in the Statewide Accounting and Reporting Division, Personnel / Payroll Services Division, Division of Audits, Departmental Accounting Office, and others to resolve complex, sensitive, confidential post issuance concerns.

Post Issuance Subject Matter Expert

• Review FI$Cal transactions performed by Post Issuance Unit staff and provide approval or return for edits.
• Provide expertise, input, and guidance to staff and management on subject knowledge of the varied workloads in the Post Issuance Unit where guidelines are not clear.
• Act as an expert staff resource responsible for consultation in the varied processes of GD and functions / navigation of FI$Cal.
• Provide expertise in the development, enhancement, or correction of the FI$Cal system functions related to Post Issuance processing.
• Assist with onboarding and on-the job training of new and less experienced staff within the Post Issuance Unit.
• Attend in-person and virtual meetings as a subject matter expert.
• Review and provide feedback on the development of procedure and process updates, training curriculum, and job aides for the varied workloads in the Post Issuance Unit.

Desirable Qualifications :

• Ability to communicate effectively.
• Bilingual Fluency Examination and Certification (Spanish).
• Ability to follow instructions, policies, and procedures.
• Take initiative in work both independently and as a team member.
• Excellent attendance, punctuality, and dependability.
• Ability to lift materials weighing up to 20 lbs.

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