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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00026142 |
Description Activated On: 4/9/2026 10:21:37 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. Employee in this position provides support to the Office of Chief Counsel, State Workers’ Insurance Fund (SWIF) Division to timely produce work product of high professional caliber and volume. Assists in the effective and efficient operation of the office and reports to the Legal Office Administrator 2. Duties include review of State Workers' Insurance Fund claims on Workers’ Compensation Automation and Integration System (WCAIS), review and analysis of coverage, appropriately documenting State Workers' Insurance Fund electronic files using State Workers' Insurance Fund systems, assisting in State Workers' Insurance Fund subrogation matters, assisting with claims involving Medicare, performing research, scheduling and attending meetings with Assistant Counsel, drafting correspondence, memoranda, and other legal documents. This employee supervises the legal assistant 1s work with a wide variety of administrative duties to assist in the management of State Workers' Insurance Fund Division legal office. |
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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. Advises Legal Assistants on Workers' Compensation Office of Adjudication rules and regulations governing State Workers' Insurance Fund's cases. Establishes and maintains productivity goals for all subordinate staff. Monitors clerical workload for performance and accuracy, tracks time and attendance for all subordinate staff. Prepares timely performance evaluations for staff and undertakes training of staff members. Reports directly to the Legal Office Administrator 2 (LOA2) of the State Workers' Insurance Fund Legal Office. Prepares all correspondence and memoranda including technical, confidential matters handled by the Deputy Chief Counsel, assigned assistant counsels and Legal Office Administrator 2. Maintains the files and records in accordance with the State Workers' Insurance Fund Records file plan. Reviews the Workers’ Compensation Automation and Integration System (WCAIS) to obtain documents on State Workers' Insurance Fund claims or access information such as dates of hearings, decisions, etc. Conducts research on Workers' Compensation Automation and Integration System for appeals filed and overdue briefs on claims. Contact counsel for status of brief submission, maintaining status on State Workers' Insurance Fund system and updating spreadsheets. Keeps spreadsheets current with assigned petitions to State Workers' Insurance Fund Assistant Counsel, schedules and participates in monthly meetings for status and updates. Submits records requests to the Bureau of Workers’ Compensation, when appropriate. Downloads documents to appropriate claim and State Workers' Insurance Fund electronic file system. Under the supervision of State Workers' Insurance Fund Division attorneys, employee works with State Workers' Insurance Fund personnel, insurance brokers, plaintiff attorneys and third-party insurance carriers to protect State Workers' Insurance Fund's subrogation interest in third party actions. Utilizes reports, claimant petitions, employee referrals, subpoenas and record requests directed to State Workers' Insurance Fund to identify claims to be researched for third party subrogation. Researches claims using a variety of methods including State Workers' Insurance Fund’s data management systems and injury reporting. If more data is warranted, gathers information concerning third party claims such as police reports, civil dockets and specific details surrounding the work injury. Makes recommendation based on careful investigation to open third party subrogation claim. Researches status of current opened subrogation claims to determine whether the claim should continue to be active or need claim warrants closure. Places claimants, attorneys and insurance carriers on notice of a potential third-party lien and updates State Workers' Insurance Fund's data management system to add the subrogation claim to the legal case. Under supervision of the Division attorneys, responds to telephone inquiries, letters and emails from claimants, attorneys and insurance brokers concerning subrogation. Maintains records of telephone calls and/or letters regarding third party cases on State Workers' Insurance Fund’s data management system. Tracks progress and ensures timely follow-up on key action items of subrogation matters and third-party settlement agreements through completion. Requests and obtains all necessary documents and information from the relative parties concerning SWIF subrogation matters for Assistant Counsel. Reviews page 1 of the third-party settlement agreements and forwards pages 1-2 to Assistant Counsel for completion. Logs onto WCAIS and uploads completed third-party settlement agreements and when applicable, the supplemental agreements, and sends to SWIF’s document management system, updates SWIF’s claims management system, and spreadsheet with transaction information. Prepares individual folders and maintains records for each subrogation matter/claims along with updating spreadsheets and keeping assigned spreadsheets accurate and current. Tracks receipt of all medical and/or discoverable records obtained during litigation and keeps statuses, sends follow up requests for documents to assigned contract counsel if records are not provided and send records to SWIF’s document management system along with updating assigned spreadsheets and keeping assigned spreadsheets accurate and current. Monitors resource accounts for Litigation Analysis and Action Plans. Reviews, and analyzes plans submitted by contract counsel and forwards to the appropriate State Workers' Insurance Fund staff; updates spreadsheet of receipt and forwards to document management system. If plan is overdue, employee contacts contract counsel and continues to follow up until plan is received. Reviews plan for thoroughness and if immediate action is required, promptly assists and notifies Deputy Chief Counsel if further action is necessary. Assists Deputy Chief Counsel with claims involving Medicare liens. Handles incoming telephone calls and email messages from various sources requesting information on petitions, hearings, attorneys, etc. Demonstrates professional and courteous communication skills during interaction with individuals when communicating in person, by telephone and by email. Contacts staff and contract attorneys, State Workers' Insurance Fund personnel and others to obtain or relay information regarding petitions, hearing notices and policy coverage. Verifies Policy Coverage utilizing the State Workers' Insurance Fund Division software program. Advises Assistant Counsel of policy coverage status. Answers general telephone status inquiries from contract counsel, claimants or State Workers' Insurance Fund office staff on specific cases. Establishes and maintains effective working relationships and contributes to team collaboration. Communicates effectively orally and in writing. Maintains and safeguards the confidentiality of protected or privileged information. Employee performs other related duties and assists other Office of Chief Counsel divisions as required/assigned by the Legal Office Administrator 2 and the Deputy Chief Counsel. |
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. Employee independently makes the determination if subrogation is appropriate and notifies Assistant Counsel of potential third-party case. Prioritize work to complete most time sensitive duties first. Keep assigned spreadsheets accurate and up to date. Seek guidance on matters above experience and knowledge levels. |
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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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