Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00212299	Description Activated On: 6/4/2025 2:59:28 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.

Legal clerical work in the review, scheduling packet preparation and processing of appeals from the Department of Human Services and the PA Department of Aging actions, related legal documents and correspondence. Provides legal clerical support for Administrative Law Judges (ALJs) and LA-2’s in the Department of Human Services(Department) Bureau of Hearings and Appeals (BHA). Ensures appeals are processed timely and in compliance with regulations.

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.

1. Reviews and analyzes appeals for compliance with procedural regulations. Applies procedural regulations to make recommendations for dismissal of non-compliant appeals.
2. Computes Interim Relief (I.R.) due dates. Adjusts IR due date according to regulation when delay is caused by the Appellant. Tracks deadlines and prioritizes work to ensure timely processing of appeals.
3. Carries out to completion the scheduling, canceling, and rescheduling for the region in accordance with the master calendar created by the LA-2. Determines the parties who require notification and sends appropriate notice. Processes incoming appeals, including data entry into MAPPER, and cover sheet completion on Non-CAO appeals. Notifies parties regarding change in hearing type, cancellation of hearing, or receipt of withdrawals. Generates scheduling letters through the automated MAPPER system. Data enters the dates, time of hearings, and ALJ’s name into MAPPER. Prints, copies, and sends scheduling letters to all parties.
4. Prepares Rules to Show Cause, Subpoenas, Orders and other legal documents for signature of assigned Administrative Law Judges (ALJs). Controls return of recipient Rules, and dismisses if no response is received or forwards to Perfector if response is provided. Contacts parties to Formal and recipient hearings with regard to cancellations, stays and rescheduling. Ensures the electronic Formal calendar correctly reflects the hearing date.
5. Reviews ALJs’ adjudications for inconsistencies and/or errors and makes recommendations for changes; reviews and makes changes to formats and mails the documents. Prepares Adjudications of Non-Pursuit and Withdrawal. Prepares Orders granting or denying motions for continuances/reschedules and motions for telephonic testimony. Prepares and mails briefing schedules to the parties. Prepares Act 142 Orders and ensures they are uploaded to database for public review. Uploads adjudications and stipulations to Docushare.
6. Prepares and maintains appeal files for assigned ALJs. Reviews and ensures appropriate labels and tabs are applied to hearing exhibits, files correspondence. Makes MAPPER changes as to hearing type and changes phone numbers or addresses when applicable.
7. Processes Formal, Provider and recipient appeals using the MAPPER database.
8. Reviews legal correspondence and forwards it to the appropriate party or handles as appropriate then files it in the appropriate appeal file.
9. Acts as a liaison between the ALJs and the parties to hearings and their legal counsel and representatives. Independently handles written and telephone inquiries to prevent ex parte communication. Protects confidential information and makes independent decisions regarding what information may appropriately be released to requestors.
10. Maintains assigned ALJs’ calendars to ensure hearings are scheduled within appropriate timeframes.
11. Operates the following office equipment: videoconferencing equipment, personal computer, printer, fax machine, shredder, date and time stamp, copier, postage meter, tape recorder, digital recording device and multi-line telephone and the following software programs: Microsoft (MS) Windows Word, Access, Excel, Outlook, Lexis Nexis, Hearings and Appeals Records Tracking System (HARTS), MAPPER and Docushare.
12. Maintains an inventory of office supplies; assesses the need for and orders office supplies as appropriate.
13. Determines disposition codes and enters disposition information in the Bureau databases.
14. Matches and processes unscheduled withdrawals. Makes MAPPER changes for the Perfector.
15. Documents all activity on appeals pre and post hearing in writing in the appeal file and in the Bureau’s databases.
16. Labels miscellaneous correspondence received in BHA with appropriate closed file log number by use of the MAPPER /HARTS systems. Forwards files to closed files after retrieving and documenting log number on each piece of correspondence. Runs closed file report in HARTS and boxes closed file for shipment to Harrisburg.
17. Knowledge of the content of procedural regulations at 1 Pa. Code and 55 Pa. Code Chapter 275. Ability to locate substantive regulations in the Pa. Code and the Code of Federal Regulations (CFR).
18. Protects confidential information. Ensures that documents, discs, etc containing protected information that are ready for disposal are shredded or otherwise properly handled.
19. Knowledge of processes for reception desk operation to include proper handling of telephone calls, greeting parties who appear face-to-face in the office, incoming mail, appeal processing, UPS out-going mail and being able to do certified mail. Able to cover for absent employees as necessary and to do overflow work as assigned.
20. Handling of all steps enumerated in the ADH scheduling instruction sheet placed on the “S” drive. This will include everything except creating the Master Calendar and pulling the recent mailing address from CIS.
21. For DOE appeals, will contact the doctors and inquire of their availability. Will confirm dates and forward to the LA-2 for final scheduling.
22. Advises the LA-2 or LA supervisor when a LEP face-to-face hearing is cancel so that the interpreter can be cancelled.
23. Performs other duties when requested as Bureau needs require.

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.

Reviews and analyzes incoming appeals for compliance with procedural regulations. Makes recommendations for the dismissal of non-compliant appeals. Reviews correspondence and legal documents to determine the issue on appeal then forwards, handles, responds or files as appropriate. Computes and adjusts deadlines, prioritizes work and provides appropriate reminders to Administrative Law Judges (ALJs) to ensure the timely processing of appeals. Determines the parties who require notification of hearing, withdrawal, reschedule and disposition of appeals. Makes recommendations to ALJs to grant or deny continuances/reschedules. Independently handles inquiries from parties to prevent ex parte communication. Reviews Adjudications for inconsistencies and/or errors and brings them to the attention of the supervisor or assigned ALJ. Analyzes appeals for Limited English Proficiency (LEP), documents LEP, and requests translation of documents as appropriate.

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:

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Generates scheduling letters via data entry; Issues Scheduling Orders; Prints, copies, and mails scheduling letters.
2.	Reviews and analyzes appeals for compliance with procedural regulations, makes recommendations for dismissal of non-compliant appeals.
3.	Computes, adjusts and tracks deadlines determines disposition codes.
4.	Maintains assigned ALJs’ hearing calendars and appeal files.
5.	Prepares Rules to Show Cause, Subpoenas, Orders and correspondence for ALJ signature.
6.	Reviews Adjudications for inconsistencies and errors and formats and mails documents.
7.	Assesses for Limited English Proficiency (LEP) and documents findings; determines when additional translations are needed.
8.	Determines the parties who require notification; notifies parties of scheduled hearings.
9.	Knowledge of regulations at 1 PA Code and 55 PA Code Chapter 275. Ability to locate regulations in the PA Code. Conduct legal research as assigned.
10.	Receptionist duties and mail duties and independently handles written and telephone inquiries.