Department of Consumer Affairs



3907155838204000020000Department of Consumer AffairsPosition Duty StatementHR-041a (new 9/2019)Page 1 of 2 Classification TitleManagement Services TechnicianBoard/Bureau/DivisionBureau of Automotive Repair Working TitleInvoice Processor Office/Unit/Section / Geographic LocationConsumer Assistance Program/ Program Analysis and Support Unit/Rancho CordovaPosition Number646-200-5278-xxxName and Effective DateGeneral Statement: Under the supervision of the Staff Services Manager I, the Management Services Technician (MST) performs invoice processing and approval within the Consumer Assistance Program (CAP) Invoice Processing and Approval Unit. Duties include, but are not limited to, the following:SPECIFIC ASSIGNMENTS [Essential (E) / Marginal (M) Functions]50%(E) Invoice Processing and ApprovalIn cooperation with the Repair Assistance and Vehicle Retirement Technical Service Units, review, process, approve and track CAP Repair Assistance and Vehicle Retirement invoices from stations and dismantlers. Scan and upload invoices and associated documents into . Review station and dismantler invoices to determine whether vehicles are authorized for repair or purchase. Verify request for payment documents are completed thoroughly and accurately in accordance with DCA/BAR policies. Respond to telephone inquiries from stations and dismantlers regarding invoices. (25%)Resolve complex and technical invoice discrepancies with authorized CAP repair stations and dismantlers and with CAP technical staff. Conduct analyses of documents and research errors to resolve payment disputes. Consult with and seek input from CAP staff and repair stations and dismantlers to correct discrepancies in invoicing. Return incorrect repair station invoice packets for corrections. Process refunds from stations and dismantlers and submit electronically to DCA accounting office in a timely manner. (25%)45%(E) Invoice AnalysisAssess CAP repair station and dismantler payment history and performance records and if warranted, recommend corrective action to management. Conduct analyses of payment records; prepare analytical and/or statistical reports regarding trends and patterns, as needed. (40%)Generate monthly system reports and review data to track and monitor workload activity, program expenditures and processing timeframes. Make recommendations to management regarding invoice report trends and patterns and process improvements to streamline the invoice submittal and approval process. (5%)5%(M) MiscellaneousProvide back-up support to other units and employees within CAP. Attend meetings and training courses, as needed. Perform administrative duties including, but not limited to: adhere to Department policies, rules, and procedures; submit administrative requests including leave, overtime, travel, and training in a timely and appropriate manner; accurately report time and submits timesheets by the due date.B.Supervision ReceivedThe incumbent works under supervision of the Staff Services Manager I, however direction and assignments may come from the Program Manager I and/or Program Manager II. C. Supervision ExercisedNoneD. Administrative ResponsibilityNoneE. Personal ContactsThe incumbent has regular contact with CAP-contracted STAR Test-and-Repair stations and automotive dismantlers and all levels of departmental employees, as necessary. F. Actions and ConsequencesFailure to perform duties could result in a backlog of payments to state contracted stations and dismantlers who may choose to not participate in CAP, thereby adversely affecting consumers’ ability to participate in the CAP, as well. Failure to perform accurately process invoices could result in contractor overpayments or underpayments. Ineffective assistance by CAP would result in loss of program credibility.G. Functional RequirementsThe incumbent works 40 hours per week in an office setting with artificial light and temperature control.? The ability to use a personal computer and telephone is essential. The incumbent must be able to frequently remain in a stationary position at a workstation throughout the day and must occasionally position self to perform a variety of tasks including retrieval of files.H.Other InformationThe incumbent must have the ability to organize and complete assigned tasks with little or no supervision; analyze and evaluate situations accurately and take effective action; meet and deal tactfully with contractors; communicate effectively and be able to work under pressure. I have read and understand the duties listed above and I can perform these duties with or without reasonable accommodation. (If you believe reasonable accommodation is necessary, discuss your concerns with the hiring supervisor. If unsure of a need for reasonable accommodation, inform the hiring supervisor, who will discuss your concerns with the Health & Safety Analyst.)012001400Employee Signature Date011747400Printed NameI have discussed the duties of this position with and have provided a copy of this duty statement to the employee named above.06794400Supervisor Signature Date04317900Printed NameRevised: 4/2021 ................
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