Tentative Classification Standards issued by the Division of Classification & Compensation are shared with the operating agencies of State government for their consideration and comment. Accordingly, this document that you are viewing is subject to change and will be issued in final form at the completion of the review period.

TENTATIVE

 

                                                            Occ. Code 2578300       

 

UNCLAIMED PROPERTY APPLICATIONS CLERK 3, GRADE 14

2578300

UNCLAIMED PROPERTY APPLICATIONS CLERK 4, GRADE 18

2578400

UNCLAIMED PROPERTY APPLICATIONS CLERK 5, GRADE 22

2578500

 

New York State Department of Civil Service

 

Classification Standard

 

BRIEF DESCRIPTION OF CLASS SERIES

 

          Unclaimed Property Applications Clerks conduct outreach to seek out the rightful owners of abandoned property and issue refunds, and transfer surplus funds to the States General Fund. They process claims, securities, and produce reports related to the New York State Abandoned Property Law. Positions ensure the Office of the State Comptroller's rules, and procedures are followed when processing claims made on abandoned property held in trust by the State of New York.

          These positions are only classified at the Office of the State Comptroller.

DISTINGUISHING CHARACTERISTICS

          Unclaimed Property Applications Clerk 3: entry level; supervises Office Assistants that process abandoned property claims and securities.

          Unclaimed Property Applications Clerk 4: second supervisory level; supervises Office Assistants and Unclaimed Property Applications Clerks 3.

          Unclaimed Property Applications Clerk 5: third supervisory level; supervises Unclaimed Property Applications Clerks 4; manages the daily operations of a section in Unclaimed Funds.

ILLUSTRATIVE DUTIES

          Unclaimed Property Applications Clerk 3:  under the general direction of an Unclaimed Property Applications Clerk 4, or higher-level supervisor, review and process claims and securities related to unclaimed funds; process and apply remittances to abandoned property reports; reconcile cash and security remittances to owner details; ensure reporting instructions are followed by banks, corporations, brokers/dealers, insurance companies, utilities, courts, State agencies and local municipalities; determine type of claim and type of documentation required for return of property; send inquiries to customers including reporting organizations, owners, estate representatives, attorneys, asset locators, courts, State agencies, and local municipal officers for additional information; review original and pending claims to determine what required documentation is necessary to entitle claimant to property; determine appropriate distribution when multiple claimants share in claim; recommend partial payments when all claimants do not present claims simultaneously; process unique claims where claimants receive funds on a formula basis or are paid on a fractional basis according to levies or legal agreements; determine availability of payment methods for security claims; contact the securities custodian, transfer agents and mutual funds companies to facilitate the return of securities to owners; scan, index, and categorize new correspondence; conduct unclaimed funds outreach events, assist the public in determining if they have unclaimed funds, and provide direction on how to file a claim; supervise and train Office Assistants by establishing workload priorities, identifying backlogs, and ensuring staff complete work according to schedule; prepare performance evaluations; and interview and select staff.

          Unclaimed Property Applications Clerk 4: under the general direction of an Unclaimed Property Applications Clerk 5 or higher-level supervisor, review, approve, and deny payment of abandoned property claims;  review and verify determinations and calculations for reports, claims, and securities processed by subordinate staff;  review and submit batch claim payment files to the Statewide Financial System; process difficult claims with questions regarding the validity of the claim and/or documentation supporting the claim; resolve difficult claim searching or processing questions; evaluate work flow procedures in assigned processing unit and write new or revised procedures as necessary; coordinate activities with agency reporting units, accounting units, securities unit, IT staff, and Division of Legal Services to ensure the proper claims processing information is conveyed and that there is adherence to internal controls; conduct and lead unclaimed funds outreach events, assist the public in determining if they have unclaimed funds, and provide direction on how to file a claim; evaluate claims automated systems and recommend changes; and develop electronic claims templates and forms.

          Unclaimed Property Applications Clerk 5: under the general direction of an Assistant Director of Unclaimed Property Services, or higher-level supervisor, manage the operations of a reporting, processing or securities unit in the Office of Unclaimed Funds; establish unit goals, procedures, objectives and priorities by assigning staff to meet unit workflow priorities, reviewing automated systems reports, and monitoring unit's workflow; direct training of new and existing employees; prepare employee evaluations and counsel employees as necessary; ensure adherence to and enforcement of New York State Abandoned Property Law, and agency rules and regulations; resolve claims and securities requiring sensitive handling or requiring interpretation of abandoned property laws, rules, and regulations; review and submit batch claim payment files to the Statewide Financial System; review and approve security claims over $50,000; represent the Office of Unclaimed Funds with other Office of the State Comptroller programs, outside agencies, and organizations; organize all activities related to unclaimed funds outreach events, assist the public in determining if they have unclaimed funds, and provide direction on how to file a claim; manage electronic repositories such as FileNet for content; participate in various business improvement projects which include the project planning, execution, control, closeout, and post implementation; coordinate all activities related to securities held by the Office of Unclaimed Funds securities custodian or other business partners; and meet with agency reporting units, accounting units, IT staff, and Division of Legal Services to coordinate information, ensure the consistent implementation of agency policy and adherence to appropriate internal controls.

MINIMUM QUALIFICATIONS

          Unclaimed Property Applications Clerk 3

Promotion: one year of service in a clerical or paraprofessional position allocated at Grade 9 or above.

Unclaimed Property Applications Clerk 4

Promotion: one year of service as an Unclaimed Property Applications Clerk 3.

         

Unclaimed Property Applications Clerk 5

Promotion: one year of service as an Unclaimed Property Applications Clerk 4.

Date:  8/16

 

 

Note: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.