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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00009899 |
Description Activated On: 3/24/2026 9:56:50 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Provides clerical supervision and office support to the Claims Bureau professional staff, in particular, and other Agency personnel to ensure operations are conducted smoothly, efficiently and effectively. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. 1. Responsible for hiring, supervising, planning, organizing, prioritizing and assigning work to Claims Administration support staff who perform complex and moderately complex clerical work; prepare goals and objectives; and assess individual performance. 2. Ensure complete and thorough training of new hires, permanent and temporary. Consistently review work until initial training has been completed, skills and expertise have been achieved, and a quality work product has been established. 3. Ensure efficient operation of all assigned staff work by effectively handling personnel issues; assigning and assisting in performing any duties during staffing shortages; answering questions from external/internal sources; approving/disapproving leave requests and conducting employee performance reviews. 4. Supervise staff and work performed in maintenance of claim file storage room (6,000 files) and in claim document filing, diary, coding and closure functions. Assist in training and review of claim file establishment through Emcee system coverage, C-416 and document review. 5. Supervise incoming phone calls and answering staff, US mail and interoffice mail functions and associated staff. 6. Prepare aggregate tracking memos, notify external and internal contacts, and enter memo coding in Emcee. Direct and performs file notifications and closings of related claims. Notifies claims examiners and managers of affected files. 7. Supervises individual Mcare payment file construction to ensure documents are filed according to file layout guidelines and procedures. 8. Conduct periodic file reviews to ensure documents are filed according to file layout guidelines and procedures. Primary Responsibility for pulling and recording comprehensive file review requested by Claims Management 9. Closely assist the administrative officer in the duties associated with Mcare records retention. Serve as the main point of contact for retrieving and returning closed claim files and all other records currently housed at the State Records Center. Work with the administrative officer and the Agency records coordinator to ensure successful transfers. Maintain accurate records of record locations for easy retrieval and return, and ensure appropriate data is entered into the Claims IT System. Work directly with Records Center personnel to ensure prompt receipt and return of all materials. Coordinate the filing of all additional correspondence into claim files at the Records Center. 10. Responsible for the design, layout and maintenance of all Mcare Claims forms templates. Ensure timely updates to the Examiner Forms Manuals including, but not limited to, WORD form letters / various internal forms, list of Insurance Companies with contact names, and list of Law Firms with contact names, etc. 11. Supervise functions of closing codes and other appropriate claims data (e.g., injury codes; severity codes) and completing Closing Work Requests. Ensure timely completion of electronic updates in Emcee Claims System. 12. Supervise functions of external claims history requests. Ensure timely completion and updated spreadsheet records. 13. Enters tenders to Mcare into excel spreadsheet for tracking that is accessed by internal contacts. 14. Updates Emcee on case trial dates that are found on civil court trial dockets. 15. In the absence of the administrative officer, assists in maintaining Excel database spreadsheets for the Claims Director. 16. During periods of short staffing or heavy work volume, may assist the clerical unit with any of the duties performed by subordinates. 17. Perform other duties/special projects as assigned. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Work is conducted independently. It is self-directed and performed in a structured office environment according to established policies and procedures. Accountable for all work produced with minimal supervision. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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