|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00131166 |
Description Activated On: 12/4/2025 1:36:36 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 advanced legal clerical work in the review, analysis and processing of legal documents and the provision of advanced legal secretarial and staff support to PennDOT Office of Chief Counsel attorneys and Legal Analyst in our King of Prussia Regional Office.. |
|
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. Assists regional attorneys of the Office of Chief Counsel pertaining to the following legal matters that typically involve the handling of sensitive and confidential matters consistent with attorney client privilege: Advises attorneys of important due dates, upcoming trials, settlements, closings and hearing commitments by maintaining shared calendars for all KOP cases. Maintains organization of high-volume email correspondence with court personnel, agencies, opposing counsel, witnesses and petitioners using Outlook. Assists attorneys with statutory appeals throughout seven counties of the Southeastern Regional office. Using electronic databases such as Matter Management System (MMS), Driver Licensing Appeal Tracking System (DLATS), Integrated Management System (IMS), assists attorneys in preparing, organizing, extracting and maintaining legal case and subject area files. This includes but not limited to; reviewing documentation at intake, coordinating with district personnel to obtain facts and information pertinent to cases, requesting additional documents from various external offices, preparing letters and subpoenas, sending close out orders to Harrisburg, and following up on cases that are continued and rescheduled. Through research and investigation gathers information related to legal and regulatory requirements and reviews documentation of evidence of violations related to driver licensing and motor vehicle information indicated in Title 75. Prepares and proofreads a variety of legal documents for filing with the appropriate court (Court of Common pleas, Commonwealth Court, Supreme Court and Superior Court) and determines the appropriate legal documents required for filing in the various counties, to include but not limited to; certificate of service, order of court, filing fees, notice of presentation, praecipe for entry of appearance, pleadings, notices of appeal and any other documents as required/requested. Creates and maintains files for all motor vehicle and non-motor vehicle cases and prepares standard legal forms such as subpoenas, orders, hearing notices, continuance application, and requested pleadings. Maintains a schedule of incoming and outgoing subpoenas for License Suspension and any other documents related to all litigation matters. Ensures all police reports are received in advance of hearing dates for the attorney’s review. Prepares, forwards, and coordinates with Harrisburg to include but not limited to the following; closeout memos in license suspension cases, matters sustained to facilitate timely appeals to appellate courts, and vacated orders. Continually updates the closed drawers and shreds files that have been inactive for at least six months. Responsible for retrieving driver license records for attorneys from Commonwealth’s mainframe computer system within perimeters of Driver Licensing and Motor Vehicle Record Information Confidentiality Policy, checks Driver Licensing Appeal Tracking System (DLATS) for service of License suspension appeals, and updates information on DLATS such as hearing dates when cases are continued and the reason why it was continued, requests hearing lists and puts together files for the attorneys to review and prepare for court each week. Responsible for creating and maintaining a tickle system for legal filing deadlines for briefs, pleadings, hearings, claims, etc. Coordinates with the Prothonotary and Court Administrator within the Court of Common Pleas for each County for court dates, scheduling, changes to schedules, etc. Notifies appraisers, witnesses and stenographers of upcoming and/or continued hearings in eminent domain, trespass and equity cases. Responsible for securing court reporters for Board of Viewers’ hearings and depositions and schedules buses to take jury to designated sites in litigation and trial matters. Creates and maintains monthly case lists for tracking hearings in multiple counties using Microsoft Excel. Prepares letters to courts/attorneys/petitioners/condemnors etc. Provides hearing or trial support by reviewing files and assembling exhibits, including documents and exhibits required for License Suspension hearings, Board of Viewers hearings, Unemployment Compensation hearings, Permit matters, depositions, and jury trials. Identifies and flags matters specific for attorney review based on various factors. Ensures that incoming and outgoing OCC mail is handled/disbursed timely and in accordance with set procedures. Responsible for maintaining supplies and library materials for Southeastern Regional Office, which includes but not limited to; ordering reviewing, receiving and forwarding packing slip and/or invoice to proper coordinator for payment. Maintains cash advancement account and processing checks. Prepares conference room for meetings, witness preparation, depositions and office functions. Make copies, fax, or scan correspondence and legal documents as needed/required. Responsible for screening and directing incoming telephone calls to appropriate personnel and responding to basic legal telephone inquiries. Maintains, and when appropriate updates desk manual, including Collections Desk Manual. Performs other job-related duties as assigned/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. The incumbent is expected to perform routine and assigned tasks with minimal supervision and to make independent decisions in the absence of a supervisor. |
||||||||||||||||||||
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: N/A Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|