|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00108662 |
Description Activated On: 10/24/2018 1:31:33 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 secretarial support to staff Attorneys as well as to the Director, Deputy Chief Prosecutor, Supervisors, Analysts, and Engineers of the Legal and Technical Divisions of the Bureau of Investigation and Enforcement. The incumbent must carry out a variety of secretarial and clerical duties requiring some knowledge of technical and legal terminology, with initial discretion to set priorities. Must be able to adjust priorities as work flow changes, and to assist other administrative staff as needed. |
|
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. Prepares and types base level documents as letters, memoranda, official case correspondence, interrogatories, testimony and accompanying exhibits, etc. Proofreads typed materials to ensure the information is grammatically and typographically correct, and adheres to Bureau and Commission policy, methods and deadlines. Coordinates and tracks corrections made by Attorneys and Management staff to testimony and interrogatories after the internal review process takes place, and prepares the final copy for transmittal via email, fax and/or hard copy to all parties of record. Selects and creates an appropriate cover letter and Certificate of Service for each type of document. Sends finalized documents to parties of record via email directly, followed by hard copy. Compiles Table of Contents and Table of Authorities for insertion into briefs in accordance with the Uniform System of Citation or other specified court format. Prepares and files documents with the Secretary's Bureau and the Commonwealth and PA Supreme Courts in accordance with Commission procedural rules and PA Rules of Appellate Procedure using the Efile document system. Reviews and interprets Confidential Agreements filed by various entities and ensures that I&E is in compliance with such agreements. Formulates the process by which I&E handles confidential materials in each proceeding. Such duties include, but are not limited to, maintaining files of all confidential information covered by Protective Order; distributing confidential information to appropriate parties only, and tracking the information as the case progresses. At the conclusion of a proceeding, responsible for destroying or returning confidential information to the applicable party, as dictated by the Protective Order. Ensures that I&E is fully compliant with Act 156 statutory provisions. Acts as designated point of contact, or "authorized user" to receive electronic filings from outside parties. Reviews initial filings and determines appropriate in-house distribution of materials. Upon completion of any official case work documentation, prepares a parties of record list, updating for service purposes and filing for future reference. Maintaining said list in a central electronic folder for use by other staff. Prepares and sends via U.S. mail, fax and/or email any correspondence as may be necessary. Additionally, ensures that all necessary internal employees are sent copies of appropriate documents. Creates folders in InfoMAP on each case that is being processed through the Legal Division. Maintains the filing system making sure the subfolders are labeled properly and documents are placed in the correct folder and easily found by naming the file appropriately. Tracks and periodically reviews the due date(s) for the responses to I&E Interrogatories (Interrogatory and Discovery Logs), in accordance with the Commission's Procedural Rules. Informs appropriate I&E Legal Staff of overdue status. Assists with travel arrangements for members of the Legal and Technical Division, i.e. airline, hotel, rental car, etc., through SAP or ADTRAV. This responsibility may also include preparing requests for temporary transportation, request for advancements, and processing travel expense vouchers through SAP. Acts as Bureau Timekeeper – keeps a record of all leave time used by bureau employees; monitors leave requests and leave transmittals through SAP. Handles all wage employee information pertaining to hours worked for pay purposes; transmits Time and Attendance Record through SAP in a timely manner. Runs bi-weekly error report and fix all errors. Maintains, inventories, and orders office supplies for I&E administration, legal and technical divisions in bureau, as needed. Greets visitors, answers phones and screens calls from outside attorneys, utility representatives, consumers, etc., by directing them to the appropriate person. Assists Administrative Officer 1 (Motor Carrier) with processing of the Unified Carrier Registrations (UCRs). Records Technical Division leave on the I&E Action Calendar. Receives and routes mail to proper personnel in the division. Maintains and updates financial publications. Fills in for other Legal Assistants and Administrative officer, as needed. 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 works independently and should pay attention to detail. The work involves legal case work and employee prepares formal responses and documents for review by supervisor, attorney's and technical staff. |
||||||||||||||||||||
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. N/A 5. N/A 6. N/A |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|