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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00043297 |
Description Activated On: 10/31/2023 2:29:20 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 support to the Office of Chief Counsel (OCC), Workers’ Compensation (WC) Division to timely produce work product of high professional caliber and volume. This position assists in the effective and efficient operation of the office; supervises the Legal Assistants (subordinate staff); and performs a wide variety of administrative duties to assist in the management of the WC Division. This position reports to the Legal Office Administrator 2 (LOA2). It requires independence and knowledge of WC practice and procedure, and electronic filing requirements of state courts. |
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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. Oversees administration, interviewing, training and supervision of the subordinate staff who are engaged in reviewing, analyzing and processing legal documents such as petitions, briefs, appeals, liens, writs of execution and similar legal filings. Oversees the advanced legal secretarial and staff support services provided to the attorneys of the WC Division. Advises subordinate staff on Workers' Compensation Office of Adjudication and Workers’ Compensation Appeal Board’s rules and regulations governing the Uninsured Employers Guaranty Fund (UEGF), Supersedeas Fund Reimbursement (SFR), and Self-Insurance Guaranty Fund (SIGF) cases. Establishes and maintains productivity goals for all subordinate staff. Monitors subordinate staff’s workload for performance and accuracy. Tracks time and attendance for all subordinate staff. Prepares timely performance evaluations for subordinate staff. Reviews and approves work completed by subordinate staff for further processing or action. Adjusts work processes or procedures in order to adhere to WC Division priorities and legal deadlines in the face of external or unpredictable influences, such as spikes in the volume of incoming work, staffing availability, etc. Reports directly to the LOA2 of the OCC’s WC Division. Maintains the WC Division’s files and records in accordance with the Commonwealth Records Retention Schedule. Monitors Workers’ Compensation Automation and Integration System (WCAIS) daily to access information and review assigned tasks for reassignment to assistant counsel as directed by the Deputy Chief Counsel (DCC). Develops draft budgets, re-budgets, and pre-closings for submission to the LOA2 for incorporation into the overall OCC budget. Tracks expenditures made by the office, implements cost controls, analyzes cash flow and makes recommendations for cost savings. Responsible for the Mastercard payments for the WC Division. Responsible for monitoring and overseeing General Invoices as needed for liens, writs of executions, interrogatories in aid of execution, etc. for the office. Reviews and processes invoices for Outside Counsel involving the UEGF and SIGF, for approval by the DCC. Prepares requests for approval of contracts and completes contracts for legal services for Outside Counsel. Also responsible for tracking and monitoring invoices for all Outside Counsel transcripts and depositions for payment. Responsible for tracking legal assignments for the WC Division (i.e. Section 305 criminal prosecution and GRAPP cases, correspondence requiring a draft response on behalf of Deputy Secretary for Compensation and Insurance, Secretary of Labor & Industry, and Director of Bureau of Workers’ Compensation, as appropriate). Responsible for regularly compiling and analyzing data relating to operations of WC Division for example: compiles information on WC Division Section 305 prosecution cases and oversees preparation of the monthly OGC report. Responsible for ensuring that the proper processes are implemented to maintain attorney licensure. Reviews and analyzes office operations and procedures and recommends changes to the LOA2, as appropriate. Responsible for processing all WC Division hiring packages through the OCC. Serves as the Division Training Coordinator and ensures that employees have access to appropriate training resources. Responsible for communicating with vendors, directly overseeing all WC Division large purchases, taking into consideration vendor data, quality of items, appropriate costs, quality and suitability of office purchases. Reviews minor expenditures for administrative control purpose and maintains an inventory of all purchasing/vendor information, office stock on hand, and office assets. Drafts position descriptions and essential functions outlining relevant job duties for all positions within the WC Division, for approval by the DCC. Oversees timekeeping for the WC Division. Monitors resource accounts for the WC Division’s legal law library’s availability. 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. 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. Employee independently drafts correspondence for communicating and carrying out the above liaison and functional duties. 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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