Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00296618	Description Activated On: 4/2/2026 9:45:22 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 supervisory legal clerical work in the review, analysis and processing of appeals from Dept. of Human Services and PA Dept. of Aging actions, and reviews and processes related legal documents and correspondence. Ensures appeals are processed timely and in compliance with regulations. Supervises Legal Assistant 1, Legal Assistant 2, Clerk Typist 2, and Temporary Clerical Pool classification employees.

The incumbent in this position functions as the Site Administrator for their unit. The incumbent supervises and provides direction and guidance to their staff, consisting of Legal assistant 1 and 2 staff, clerical staff, and temporary clerical personnel.

Oversees and directs the scheduling, tracking and related clerical support of the Recipient, Provider, and Formal appeals within the Bureau of Hearings and Appeals. Reports to, takes direction from, and supports the Regional Manager. Support and works closely with the administrative law judges and BHA management regarding the scheduling and assignment of BHA’s appeals statewide. Within the assigned region exercises a wide latitude of discretion in accomplishing a variety of tasks.

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. Supervises, trains and reviews the work of Legal Assistant 1, Legal Assistant 2, Clerical Assistant 2, and temporary clerical pool staff. Reviews effectiveness, efficiency and operations of the unit and implements improvements.
2. Responsible for utilizing BHA’s electronic case database to process and manage their caseload and ensure their subordinates are trained to do the same.
3. Trains Legal Assistant 1 and 2 staff on the procedural regulations contained in 55 Pa. Code Chapter 275 and 1 Pa. Code and their application.
4. Functions as the Site Administrator for all hearings scheduled and/or assigned to the Bureau of Hearings and Appeals. This includes responsibility for the management and coordination of all records, files and information regarding cases scheduled statewide.
5. Oversees all appeals received in their region, and maintains statistics for the types of cases scheduled and rescheduled and the disposition of these appeals. Directs all clerical work associated with receipt of new appeals and scheduling and rescheduling of appeals.
6. Serves as the point of contact, telephonically and in person, for all issues related to outstanding cases. Works closely with parties, including attorney representatives, Departmental and Agency officials relative to specific case inquiries. Coordinates any responses requiring the intervention of BHA managers, supervisors, and judges.
7. Supervises and directs the activities and work of the staff in their unit.
8. Prepares Employee Performance Reviews (EPRs), monitors and reports time and attendance of subordinate staff. Approves or denies requests for leave in accordance with operational needs and policy.
9. Supervises and participates in the computation of Interim Relief (IR) due dates and adjustment of the IR due dates according to regulation when delay is caused by the Appellant. Tracks deadlines and prioritizes work to ensure timely processing of appeals.
10. Supervises and participates in the determination of venue and hearing dates in accordance with deadlines and Bureau needs.
11. Supervises the preparation of Hearing Scheduling Orders/notices, Rescheduling notices and Orders, Rules to Show Cause, Subpoenas and other legal documents; proofreads documents prepared by Legal Assistant 1 and 2 staff. Ensures that appropriate parties have been copied on correspondence.
12. Acts with the delegated authority of the Administrative Law Judges to grant or deny requests for continuances and reschedules of hearing proceedings and notifies the parties appropriately.
13. Determines the assignment of Legal Assistant 1 and 2 staff to Administrative Law Judges.
14. Protects confidential information, acts as a liaison between parties to hearings and the Administrative Law Judges to prevent ex parte communication in the pre-hearing and post-hearing processes. Trains Legal Assistant 1 and 2 staff on the prevention of ex parte communication and protection of confidential information.
15. Makes the determination whether new staff are ready to assume additional responsibilities.
16. Supervises, participates in and provides training to subordinate staff on the assessment of appeals for Limited English Proficiency (LEP) and need for translated documents. Schedules interpreters for hearing proceedings. Coordinates efforts of Bureau staff and Department of Human Services and provider agencies to ensure that LEP information has been appropriately documented and shared.
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) and conduct legal research as assigned. Provides training and supervision to subordinate staff in legal research.
18. Assists the Regional Manager in determining Regional office policies and procedures. Disseminates policies and procedures to Legal Assistant 1 and 2 and hearing staff.
19. Develops interview criteria, schedules and conducts interviews in the hiring of new Legal Assistant 1 and 2 staff.
20. Monitors the Region’s compliance with regulatory timeliness deadlines including IR due dates. Prepares statistical reports on compliance. Implements changes in policy or changes in assignments to increase efficiency.
21. Supervises and participates in the review of Adjudications for inconsistencies or errors.
22. Supervises and participates in the review and analysis of appeals for compliance with procedural regulations and recommends dismissal of non-compliant appeals.
23. Reviews the effectiveness, efficiency, implementation, improvements, and operations needed in the office; Ensures supplies and work tools are needed and available (digital recording, phones, computers, etc.,).
24. Acts as a liaison with the building and building management if applicable.
25. Operates videoconferencing equipment, a personal work computer, telephone, FAX machine, copier, calculator and digital recording device; and processes work in BHA’s case management system, as needed, in the performance of their duties and BHA’s operational needs.
26. Travel as necessary.
27. Perform other related duties as assigned.

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.

1.Provide supervision to Legal Assistant and Clerical staff in their unit by holding conferences, discussion of problems encountered, periodic feedback regarding work results, etc. must be available to answer questions, assist with problem solving, etc. with co-workers, clients, attorneys, and the public.
2. Give assignments, set deadlines for completion of assignments and monitor the work by spot-checking. Conduct supervisory meetings to inform staff of changes in policy and other pertinent departmental information.
3. Hires new legal assistant staff.
4. Purchases supplies and equipment for their assigned region utilizing a purchasing card.

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

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

1.	Supervises, trains, assigns/reviews the work of Legal Assistant and clerical staff.
2.	Manage and coordinate appeal records.
3.	Grants and denies continuances and reschedule requests.
4.	Assess for LEP and schedules interpreters for hearing procedures.
5.	Monitors compliance with regulatory deadlines.
6.	Prepares EPRs and approves and denies leave requests.
7.	Supervises, participates and proofreads in the preparation of legal documents and analysis/review of appeals.
8.	Supervises and participates in the review of ALJs’ adjudications.
9.	Knowledge of the content of procedural regulations at 1 Pa. Code and 55 Pa. Code Chapter 275.
10.	Prepares statistical reports on compliance and implements changes in policy and procedures.