|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00017234 |
Description Activated On: 7/13/2026 2:10:15 PM |
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. This position provides legal assistance and office support services within the Department of State. This position may be assigned to one of the four divisions within the Department of State Legal Office and may rotate assignments based on operational needs. |
|
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. Perform a full range of legal assistance within established office procedures for division attorneys, ensuring confidentiality in all matters pertaining to the Legal Office and the Bureau of Professional and Occupational Affairs. Maintain knowledge of all division and office rules and procedures specific to the current assignment. Maintain written and verbal procedural updates, reference tools, and updated procedural notes. Research licensing information as needed. • Prepare and process legal filings with Prothonotary’s Office, Commonwealth Court, Pennsylvania Supreme Court, and Courts of Common Pleas. Ensure filings meet each entity’s procedural requirements including fees and copy counts. Utilize the agency’s case management system to electronically file and distribute orders. • Analyze incoming matters (electronic and mail) to determine case initiation needs, related documents, and next steps for processing by appropriate party. Refer hearing officer requests and coordinate with external agency docket clerks and the Chief Hearing Examiner. • Enter and track data in the Pennsylvania Licensing System (PALS), including case mail, document uploads, payments, activity tracking, and license status changes. • Proofread, draft, and review correspondence, orders, memos, and court documents for grammar and citation compliance with style and court rules. Review and redact case filings to protect confidentiality. Evaluate documents for public release eligibility, upon request. • Retrieve case information and prepare case files and exhibits for hearings and appeals. Create, maintain, and review Counsel Division case files. Assist attorneys with prior decisions and legal office procedures to ensure consistent operations. • Open original legal files, maintain dockets, and evaluate pleadings for appropriate categorization and action. • Schedule, cancel, and reschedule hearings within regulatory timeframes. Request foreign language interpreters or board/commission members when needed. Monitor schedules, prioritize assignments, and notify hearing officers of pending motions. • Draft routine orders and general correspondence, process payments, and make deposits to the Revenue Office. • Support the Hearing Examiners/Prothonotary Office as needed. Provide basic technical, equipment, and operational support. • Answer and screen phone calls and visitors. Maintain the Reception Manual. • Open, sort, date stamp, log, and scan incoming legal mail. Docket, log, and distribute filings. • Alert supervisor to subpoena requests and process them with appropriate signatures and seals. • Perform general duties as assigned by a supervisor. |
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. Duties and responsibilities are performed independently requiring minimal direct supervision. Assignments are received both verbally and in writing. Utilizes independent judgement to organize, prioritize, and complete assignments. Periodic review and consultations are conducted with the supervisor to ensure the goals of the Legal Office are met. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|