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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00176604 |
Description Activated On: 10/20/2025 11:14:54 AM |
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 performs a variety of legal clerical and staff support within the State Employees’ Retirement System (“SERS”) Chief Counsel’s Office (“CCO”). Work involves legal research and document review for a variety of case-specific facts, analysis of transactions, and preparation of finalized documents. Works also involves handling sensitive and confidential matters consistent with the attorney-client privilege. |
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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. Power of Attorney / Guardianship Orders Independently reviews each power of attorney (“POA”) for compliance with the Probate, Estates, and Fiduciaries Code. Independently reviews each guardianship order. Performs all related administrative steps in the process from start to finish. Completes approval memos to send to the Benefits Determination Division and drafts language to include in approval or disapproval letters. Researches and understands order laws and regulations, past and present and determines applicable rules based on the date of execution. Stays up-to-date on changes to current laws and regulations. Makes recommendations to staff on whether POA or guardianship authorizes the agent to complete the requested transactions (change of address/direct deposit/beneficiary, requests for information, etc.) submitted with POAs and guardianship orders. Drafts language to be included in the letter sent to the Member regarding approval/non-approval of POA and Guardianship Orders. Composes correspondence of inquiry or explanation relating to the approval process for staff’s signature. Scans POA and guardianship order documents into the State Employees’ Retirement System’s (“SERS’”) electronic database. Maintains POA and guardianship order spreadsheet and prepares and distributes monthly report. Manages time to comply with short statutory review period and prioritizes document review based on urgency of member’s transaction. Reaches out to a benefits attorney for guidance with complicated (out-of-state, etc.) POAs and guardianship orders. Subpoena Responses Independently reviews and responds to subpoenas and performs all related administrative steps in the process from start to finish. Reviews the subpoena to discern and precisely identify the responsive records or information requested, due date, and likely records custodian or storage location. Researches Member files, selects and compiles documents that meet the subpoena request, and reaches out to different SERS departments for requested information. Identifies and redacts Personally Identifiable Information (“PII”) and other non-public information. Composes and signs letter to send in response to the subpoena and completes any additional legal requirements (Certificate of Compliance, etc.). Maintains subpoena spreadsheet and tracks status of response to ensure that subpoenas are answered in a punctual, efficient, and expeditious manner. Maintains duplicate copy of the entire response and is available to answer follow-up or new questions from the party seeking records. Reaches out to a benefits attorney for guidance with complicated subpoenas. Domestic Relation Orders Coordinates the Domestic Relation Orders (“DRO”) process. Performs preliminary review of draft DROs, identifying the parties, counsel, critical dates, and certain other required information. Prepares new case files for DROs. Determines which attorney to assign case to. Maintains DRO spreadsheet and prepares monthly report. Reviews legal documents for compliance with PA Statute and SERS Code. Updates open DRO case files and logs. Other Functions as travel coordinator. Makes travel arrangements for members of the Chief Counsel’s Office, writes travel justifications, creates itineraries, and prepares travel expense vouchers for Chief Counsel’s Office staff. Follows-up and verifies travel arrangements with hotels, flights, etc. Reserves Commonwealth vehicles. Functions as training coordinator. Prepares out-service training requests, writes justifications for each training request, obtains signatures and agency approvals. Completes reservations for training and obtains agendas. Completes expense vouchers and processes invoices for payment. Functions as licensure, CLE, and professional association membership coordinator for Chief Counsel’s Office staff. Prepares general invoices, CLE submission paperwork, and yearly attorney registrations. Obtains signatures and agency approvals. Processes invoices for payment. Maintains membership log. Assists the Docket Coordinator with benefit appeals and hearings and with preparing and maintaining hearing case files. Schedules all administrative hearings and notifies all hearing participants of date, time, and location of each hearing. Testifies as to notice when Claimant does not appear for the hearing. Collaborates with counterpart at the Department of State, Office of Administrative Hearings regarding the appointment and scheduling of hearing officers. Answers procedural questions from parties and counsel prior to hearing. Assists counsel with hearing preparation by collecting, redacting, labeling, and scanning exhibits and creating binders for all hearing participants. Assists the business Legal Assistant 2 with all aspects of work handled by the business side of the Chief Counsel’s Office which consists of varied and complex financial and contract transactions crucial to the business of SERS. Work primarily involves document review for a variety of case-specific facts, including initial review of investment and procurement contracts and plan and trust documents; analysis of the transaction; preparation of finalized documents; and the performance of advanced administrative work; as well as legal research and writing. Maintains and updates the legal library and its inventory. Replaces outdated supplemental pamphlets and book editions. Assesses relevance of incoming books, reviews Chief Counsel’s Office budget, and determines whether books should be purchased. Processes invoices for Chief Counsel’s approval and for payment. Reviews and compares monthly spending reports and reconciles against expenditures of the Chief Counsel’s Office expense report and uses this information for input on next fiscal year budget. Assists with the electronic budgetary process by posting expenditures that have been submitted to the SERS Office of Financial Management for payment. Develops and monitors document archival and retrieval procedures and retention schedules. Maintains document retention list for all Chief Counsel’s Office documents. Follows SERS policies for sending records to retention. Develops, maintains, and oversees the Legal Advisory Memorandum ("LAM") process: Prepares attorney and office files and assigns docket number. Maintains LAMs spreadsheet and prepares monthly report. Scans and distributes LAMs to appropriate in-house staff. Answers incoming calls and secures clear and concise messages. Provides information of a non-confidential nature and relates pertinent information to requesting parties. Independently makes decisions on which areas in SERS can best serve our Members’ needs when taking phone calls. Opens, reads, and distributes mail to appropriate members of the Chief Counsel’s Office staff. Prepares outgoing mail to ensure that mail delivery and pickups are punctual and meet stringent filing deadlines. Determines what mail Chief Counsel’s Office attorneys need to review, determines incoming mail items that have a time-sensitive nature, and processes appropriately. Determines supply needs for the Chief Counsel’s Office, searches online for special order items, makes recommendations to the Chief Counsel’s Office staff, prepares justifications, and submits electronic supply requisitions. Scans documents for appeals, imports to the Executive-Legal Board, and imports into DAWPM. Assists in preparing the monthly Hearing Status Report. Composes, types and prepares letters, reports, contracts, briefs, answers, opinions, and transmittals for signature (for self and for attorneys). Proofreads final documents to ensure that information is correct, complete, and adheres to SERS policies. Analyzes and completes subscription documents for investment contracts. Performs various legal research assignments including on-line Lexis-Nexis searches to obtain pertinent information requested by attorneys, analyzes findings and provides written analysis to attorneys. Compiles data for and prepares Chief Counsel’s Office Status Report for approval, revises report, and distributes to Executive Director, Chief Counsel, and Chief Counsel’s Office. Manages and maintains electronic and paper files for the Chief Counsel’s Office. Utilizes DAWPM, SERIS, the Content Management System, and the Chief Counsel’s Office’s filing systems and spreadsheets. Operates office machines such as photocopier, date stamper, binding machine, fax machine, and scanners. Maintains service records for office equipment. Arranges servicing and repair needs. Determines equipment needs for the Chief Counsel’s Office. Acts as backup for the duties of other Chief Counsel’s Office administrative staff. Prepares and maintains administrative staff procedures, forms and practices. Cross-trains administrative staff in this position’s duties. Performs related work 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. The employee in this position independently reviews Domestic Relations Orders and Power of Attorney documents for conformance to existing rules and requirements. The employee also independently reviews and responds to subpoena requests for documents and information. In cases of unusually complex or exceptional circumstances, the employee seeks guidance from the supervisor or an attorney in the office who serves as a subject matter expert. |
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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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