POSITION DESCRIPTION:
Under the general direction of the unit supervisor, the Student Assistant will perform assigned duties in the Grants and Payments Unit, Section A in the Financial Assistance Management (FiRM) Branch. The CCC unit has responsibility for managing the integrity of the used oil recycling program which includes the following functions: Certified Collection Center/Industrial Generator/Curbside Collection/Re-refiner application certification, claim review and analysis, fraud detection and participation/planning CalRecycle’s Household Hazardous Waste (HHW) Information Exchanges and Used Oil/HHW Training & Symposium.
Grant programs administer various grant and payment programs related to household hazardous waste, illegal dumping (particularly on farm and ranch property), tire cleanup and amnesty, organics and oil.
ESSENTIAL FUNCTIONS
- 45% Incentive Claim Audit/Review: Review and approve the less complex used oil recycling incentive claims pursuant to statute, regulations, and office procedures. Verify claimant certification status to determine eligibility for filing of a claim. Review the Used Oil Recycling Incentive Payment Claim/Report to determine the amount of the claim and verify calculations. Review claim documentation, including manifests, to ensure claim is accurate and documents are authorized. Review claim history and hauler information to ensure incentive request is accurate. Refer fraudulent claims to management. Scan and upload all incoming claims into the ORCA Database and ensure that an electronic copy of all claims leaving the office has been accounted for. Scan and upload all approved claims before sending claims to the Accounting Office for payment. Complete final claim adjustment/approval after review and assemble packet for submission to the Accounting Office for payment. Correspond through email, written letters, and verbally with the public, applicant and/or claimants as needed.
- 25% Customer Inquiries: Follow-up with claimants regarding missing manifests and other documents. Respond to claimant/program manager inquiries and research claimant history to resolve discrepancies in claims, claimant addresses, and payment adjustments. Coordinate and make referrals to the application certifications staff as needed. Assist with the review of re-certification applications. Grant Unit Support: Send 90-day notice of expiring CCCs to jurisdictions; update CCC manuals, mailbox and grant procedures; prepare program newsletter; prepare model grant project summaries; send announcements and reminders to listservs and grantees; analyze CCC signage issues from Local Conservation Corps reports, and update eligible and ineligible costs spreadsheet.
- 15% Data Management: Maintain records of claim processing, adjustments, and approvals for each account/claimant. Verify claim support documentation using databases, including Oil Recycling and Claims Automation (ORCA) system, Oil Payment Program(OPP) system, Grant Management System (GMS) and validates manifest documentation through the Department of Toxics Substances Control (DTSC). Run reports from databases.
- 10% Fee Payers: Send out and process the Lubrication Oil Purchase Receipts(LOPRS). Upon receipt of LOPR, the student will verify manufacturers’ registration against Fee Payers list from accounting and the list provided by CDFA (Department of Food and Agriculture). If the oil manufacturer is not registered as a Fee Payer, the student will work with staff to notify Accounting. Accounting contacts and registers the manufacturer. Assist the Staff Services Analyst with researching new oil manufacturers in CA that are not fee payers on CalRecycle or Dept. of Food and Ag list.