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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00197681 |
Description Activated On: 2/27/2025 12:52:52 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 entry level/routine clerical support within the Office of Chief Counsel (OCC) Workers’ Compensation Division (WCD) to timely produce work product of high professional caliber and volume. Assists in the effective and efficient operation of the office. |
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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 1 (LOA1) of the WCD but is also assigned work by the Legal Office Administrator 2 (LOA2), Deputy Chief Counsel (DCC), Legal Assistant 2 (LA2), and/or Division Attorneys. Types, formats, revises, proofreads, finalizes, and scans the following: legal documents for division attorneys and outside counsel for the Uninsured Employers Guaranty Fund (UEGF) and all other statutorily created funds administered by the program area, including but not limited to, briefs, pleadings, petitions, answers, appeals, entries of appearance, authorizations, medical records requests, subpoenas, notices of depositions, motions, liens, writs of execution and similar legal filings, and general correspondence. Uses computer applications and programs such as Microsoft Office products and Adobe products, along with using the Internet, OGC Intranet, LawNet, and other similar programs to perform office duties listed above along with sending and receiving emails and faxes; requesting and receiving deposition and hearing transcripts and/or invoices on same; accessing, reviewing, and responding to resource accounts; and diary and calendaring events and tasks, scheduling depositions, and tracking items and matters. Utilizes the Workers’ Compensation Automation and Integration System (WCAIS) and Unified Judicial System (UJS) to view, file, print, make payments, track litigation, issue subpoenas, perform services, and any other functions required in the operation of the office. Maintains UEGF and all other statutorily created fund files, including but not limited to, creating paper and/or electronic files; obtaining, saving, and maintaining electronic and/or hard copy records; closes files and compiles a list per records retention policies. Answers Microsoft Teams calls and chats promptly, directs calls to the appropriate person, and either forwards the calls to the proper voicemail box or takes messages according to office procedures. Sets up conference calls and meetings as requested. Handles incoming and outgoing mail in accordance with office procedures. This includes, but is not limited to, preparing, arranging, and tracking outgoing mail as well as reviewing, date-stamping, scanning, saving, and distributing incoming mail to the appropriate individuals. Updates and maintains personal and division attorneys’ calendars in accordance with office procedures. Schedules meetings and depositions as requested/needed. Contacts court, counsel, client, and others to obtain or relay information and/or documents as requested. Communicates the information and/or documents to the appropriate individuals. Maintains office spreadsheets per office procedures for the P-drive and other shared drives. Makes travel arrangements for Division Attorneys, including booking hotel rooms and/or requesting state or rental vehicles. Answers questions on travel. Prepares, calculates, and submits expense reports as requested. Documents expenses in the appropriate spreadsheet. Performs key operator duties on office equipment including changing toner, clearing paper-jammed machines, copying, scanning, and/or shredding documents, sending and receiving digital faxes, and other operations to ensure smooth functioning of office equipment. Acts as back up for all clerical duties and key duties of the Legal Assistant 2 and/or the administrative support duties of the Paralegal. Performs other related duties as required/assigned by the LOA1, LOA2, Division Attorneys, DCC, Chief Counsel, or other management personnel. Keeps abreast of and complies with Commonwealth policies and procedures, including but not limited to, leave balances and requests, call off policies, attendance, adhering to break and lunch periods, as well as following health, safety, and security requirements. Performs other related duties as required/assigned by the LOA1, LOA2, Division Attorneys, DCC, Chief Counsel, or other management personnel. |
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. Determines correct document formats and proper distribution of typed materials. Determines where and to whom to direct incoming calls and mail. Calls potential suggestions/errors to the attention of the appropriate staff member. Prioritizes work to complete the most time sensitive duties first. Seeks 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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