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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00120086 |
Description Activated On: 1/30/2026 5:42:04 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. 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. |
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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. Reports directly to the Legal Office Administrator 2 (LOA2) of the SWIF Legal Office. Prepares all correspondence and memoranda including technical, confidential and complex matters handled by the Deputy Chief Counsel, Legal Office Administrator 2, and assigned assistant counsels. Maintains the files and records in accordance with the State Workers' Insurance Fund Records file plan. Logs onto WCAIS and identifies medical fee review filings, contacts State Workers' Insurance Fund to request all supporting documents relating to fee review, assembles packet electronically and places packet in line for assignment to contract counsel. Under the supervision of State Workers' Insurance Fund Division attorneys, employee works with SWIF personnel, insurance brokers, plaintiff attorneys and third-party insurance carriers in order to protect State Workers' Insurance Fund's subrogation interest in third party actions. Employee uses 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. Employee researches claims using a variety of methods including SWIF’s data management systems and injury reporting. If more data is warranted, employee gathers information concerning third party claims such as police reports and specific details surrounding the work injury. Employee makes recommendation based on careful investigation to open third party subrogation claim. 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. Employee sends notice every six months of the updated third-party lien by emailing attorneys, claimants and/or insurance carrier. Under supervision of the Division attorneys, employee responds to telephone inquiries, letters and emails from claimants, attorneys and insurance brokers concerning subrogation. Employee maintains records of their telephone calls and/or letters regarding third party cases on State Workers' Insurance Fund’s data management system. Employee processes third party settlement checks and maintains an accurate account of them. Employee maintains the data on monies recovered and prepares weekly reports for the Deputy Chief Counsel and State Workers' Insurance Fund. Verifies the name of the claimant, State Workers' Insurance Fund claim number and the billing territory are correct for each individual claim that is included in the monthly bill. Reviews contract counsel bills by verifying the calculations on the claim billing form and invoice summary are added correctly and that all charges are in line with the fee schedule and the Commonwealth’s mileage reimbursement policy. Checks contract counsel invoices to confirm all receipts are included and are legible. Contacts contract counsel to discuss any charges that are questionable, missing signatures and/or receipts and prepares memo and forwards to Assistant Counsel for final review. Prepares a petition in litigation to be sent to contract counsel by researching claim to determine whether claim is new or was previously handled by contract counsel. Identify the date of injury, description of injury, name of counsel, if applicable, and location to be assigned. Reviews case with Deputy Chief to determine who is to receive the litigation assignment. Updates excel spreadsheets, track amount of cases for monthly log and update State Workers' Insurance Fund’s electronic case management system. Employee assignments to Legal Office Administrator 2 to distribute to Legal Assistant 1 for processing. Under the supervision of assistant counsel, the employee assists with the process of responding to subpoenas. Employee is responsible for logging the receipt of the subpoena and pertinent information such as due date into an Excel spreadsheet. For claim files only, employee downloads the file, reviews and redacts all non-discoverable material, formulates invoice and sends prepared invoice with records to requestor by downloading records on CD. Employee mails CD and monitors for receipt of payment. Answers general telephone status inquiries from contract counsel, claimants or State Workers' Insurance Fund office staff on specific cases. Make travel arrangements and assist in renting vehicles and hotels for OCC personnel including processing travel expenses for reimbursement. Process all Out-Service Training forms for State Workers' Insurance Fund Legal Division attorneys. Serves as State Workers' Insurance Fund’s P-Card purchaser by ordering supplies, legal subscriptions, etc. for State Workers' Insurance Fund office. Prepares required paperwork according to Purchasing Card Manual and enters all expenses into expenditure tracking spreadsheet. Employee is responsible for processing prepayments for litigation expenses. Employee is to monitor the resource account and pay invoices submitted by contract counsel. Investigate and follow up with inquiries from the payee regarding payment status as needed. Employee performs other related duties and assists other OCC 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. Determine whether any immediate attention is required regarding a filed petition pending assignment to contract counsel and notify Deputy Chief Counsel promptly. Seek guidance on matters above experience and knowledge levels. Review contract counsel billing and calls potential errors and missing documentation to appropriate contacts to rectify error. Redact privileged/confidential information contained in records to supply in response to subpoena and record requests. Employee makes determination that all invoices to be paid are in proper order and the proper documentation is supplied and calculations are correct prior to processing payment of any litigation expenses, travel expenses, training expenses and/or office supplies. |
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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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