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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00031872 |
Description Activated On: 10/14/2026 1:10:18 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. Provides leadership to assigned field offices/unit, to ensure that assigned work duties and responsibilities are met, as well as ensure office operations are conducted efficiently and effectively, in accordance with standard office practices and procedures. |
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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. Under the supervision of the district Administrative Officer 1 and the indirect supervision of the Administrative Officer 3, performs the following duties: Possesses knowledge of the general principles of current computer operating system, Workers’ Compensation Automation and Integration System (WCAIS), DataCap, all Microsoft applications, and ESS. A general knowledge of the Workers’ Compensation Act, the Judges’ Rules and procedures, Act 147 of 2006, various statewide contracts as they apply to this position, and the WCOA Policies and Procedures are also necessary. Trains staff in appropriate procedure of Workers’ Compensation Automation and Integration System (WCAIS) and established office and agency processes. Trains new employees. Ensures that continuous job training and supervision of all clerical employees is provided. Ensures annual policies training is reviewed and obtains acknowledgement of such training for each employee. Travels to WCOA Field Offices across the state which may require overnight stays for several days/nights at a time. Approves/disapproves expense reimbursements and training requests. Approves/disapproves leave for clerical staff within the guidelines established by the Leave and Attendance Policies. Reports and verifies leave reported and maintains leave records for staff assigned to work unit/field office. Approves/disapproves work schedules and ensures adequate office coverage. Directs and assigns work to staff. Reviews work of staff for accuracy, timeliness and adherence to requirements of the Workers’ Compensation Act, Judges’ Rules, and WCOA Policies and Procedures. Performs duties of subordinates in the absence of clerical employees. Prepares Employee Performance Reviews for all clerical employees assigned to unit/field office. Reviews job performance standards, position descriptions and essential job functions with employees. Initiates requests for counseling sessions and recommends resolutions on issues in the area of discipline, grievance and related personnel. Participates in the interview/selection process by screening applicants, interviewing candidates, checking references and documenting the selection. Handles clerical problems and/or situations with regard to having the work performed in a uniform manner throughout the office, based on regulations in the Office Procedure Manual, WCAIS How-to-Guides, Telework Agreement, and established WCOA Policy. Ensures that any instructions given by the Judges, Administrative Officer, Judge Managers, and Director, are carried out. Reviews completed assignments to assess qualitative and quantitative performance for progress reviews and annual performance evaluations. Initiates requests for equipment repairs, purchases and supplies. Controls office inventory and maintains equipment. Prepares and submits purchase requests after reviewing the needs and requirements of the office and in accordance with guidelines and policies. Manages facility and serves as a first point-of-contact with the lessor in leased office space for any facility concerns or issues and requests repairs for all Commonwealth agencies located at the site. Communicates issues promptly to Administrative Officer (AO) or Judge Manager in AO’s absence. Works with L&I, DGS and program staff as necessary on office relocation projects. Prepares appropriate paperwork for processing and follows up as required. Maintains and reviews a log of the decisions to be typed by the clerical staff. Reviews decisions typed by the clerical staff, as necessary, to ensure accuracy. Drafts letters and memorandum of a general nature advising and/or instructing clerical staff of changes or new procedures which are to be implemented. Acts as a liaison/coordinator between the Appeal Board and the office to ensure that all requested materials are sent to the Workers’ Compensation Appeal Board in a timely manner (pre-WCAIS cases, unless physical evidence exists that would require sending to the Appeal Board). Prepares a weekly Employee Productivity report, as well as monthly office report, and submits to Administrative Officer. Addresses and resolves a wide variety of concerns and complaints of employees and customers. These may involve job duties, job descriptions, relations with co-workers, customers, supervisors and managers. Reviews concerns with Administrative Officer and Labor Relations. Schedules and maintains schedules of interpreters, offsite hearing rooms, security contractors and conferences. Attends mandatory supervisory training. Attends supervisor meetings as scheduled and conducts staff meetings. Performs other related duties as required. |
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. In response to inquiries from the public and management, researches and responds to inquiries in accordance with established policies. In regard to work production to ensure timely processing, assigns tasks to staff within respective classifications to balance workload and approves requests for leave and scheduling of in office days to ensure adequate office coverage. Participating member of interview panel, recommending applicants for clerical vacancies. Recommends solutions regarding personnel, suitability for telework, leases and procedural issues. |
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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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