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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50327706 |
Description Activated On: 12/29/2025 9:02:05 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. Functions as the backup legal liaison between the Hearing Examiners’ Office and numerous outside agencies and as backup to the Prothonotary for the Department of State’s BPOA. Provides clerical and legal support to the Hearing Examiners/Prothonotary Office as needed. Description of Duties |
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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. As backup to the Legal Liaison for Outside Agencies • Refers Hearing Officer requests from outside agencies to the Chief Hearing Examiner; coordinates with outside agency docket clerks and the Chief Hearing Examiner on the assignment of hearing officers from Executive Branch and independent agencies; compiles and updates the Hearing Officer Log and ensures that the formal hearing process and the operations of the Hearing Examiners/Prothonotary’s Office are conducted efficiently and effectively. • Analyzes for prioritization incoming filings for outside agencies. • Functions as docket clerk for PHIEA, schedules hearings, and sends out hearing notices. • Answers the main telephone line, transfers calls, takes messages, and handles walk-in filings from the public. Provides BPOA staff, attorneys, and the general public information on procedures, practice rules, and regulations implemented in the Prothonotary's office. • Dockets, logs, mails, and distributes filings prepared by Hearing Examiners for outside agency cases. • Opens, logs, scans, and distributes all incoming mail. • Logs and scans outgoing mail as needed. • Enters data as necessary in PALS. • Logs the Hearing Examiners’ billed time for outside agencies into the master timesheet and notifying them of deadlines for corrections. • Updates the Hearing Officer Log database and serves as a direct contact for agency inquiries regarding the Hearing Officer Program and conformity with and adherence to the General Rules of Administrative Practice and Procedure with respect to original agency filings. As backup to the Prothonotary for the Department of State’s BPOA: • Opens original legal files and maintains a docket for every pleading that is filed in connection with each legal file and for evaluating pleadings to determine what course of action is appropriate for the category of case at issue. • Dockets daily filings from BPOA Legal Office in PALS and assesses the completeness and accuracy of the filings. • Analyzes matters for scheduling of hearings focusing on complexity of the case, time requirements, and logistics. • Manages the BPOA hearing process, which includes scheduling, cancelling, or rescheduling all hearings within the Hearing Examiner’s Office within appropriate time frames as required by statute and/or regulation; reviews electronic calendars of the hearing examiners and prosecuting attorneys to ascertain availability for hearings; prepares notices of hearing for in person and virtual hearings; schedules and prepares hearing rooms and assists with technology for virtual hearings. • Ensures that court reporters are assigned to all formal hearings and notifies the court reporting agencies of any changes or cancellations. • Provides designated stuff and building security with a weekly hearing schedule. • Requisitions the services of foreign language interpreters or board/commission members, as needed, for formal hearings. • Drafts routine orders and general correspondence for the hearing examiners, including, without limitation, hearing notices, letters establishing a pre-hearing conference, letters establishing briefing schedules, orders granting continuances, and assembles and compiles certified records under the direction of the Prothonotary, Chief Hearing Examiner, and/or other hearing examiners within the Hearing Examiner’s Office. • Monitors and prioritizes hearing officer schedules and assignments and alerts hearing officers to pending motions that require action. • Processes subpoenas, assuring that they are signed by the assigned hearing examiner and properly affixed with the Prothonotary seal. • Certifies the completeness and accuracy of documents and records maintained in the Prothonotary file. • Provides BPOA staff, attorneys, and the general public with information on procedures, practice rules, and regulations implemented in the Prothonotary’s office. • Screens documents to determine if records are public prior to releasing them to the public upon request. • Answers the main telephone, transfers calls, takes messages, and handles walk-in filings from the public. • Scan, log, and upload all outgoing mail. • Opens, logs, triages, and distributes incoming mail. • Assists with timekeeping in Prothonotary’s absence. • Processes shopping carts. • Assists Hearing Examiners with travel arrangements. • Updates our public website with weekly hearings and new cases filed. • Requests files from the State Record Center to provide copies of archived documents requested by staff, other state boards and agencies, or the general public. |
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. Review legal documents that are filed with the Prothonotary and outside agencies and evaluate contents of the filing/correspondence to determine what course of action is appropriate. Exercise judgment and discretion in the organization and maintenance of a complex system for filing, docketing, and retention of public professional licensee disciplinary records as back-up custodian of those public records, Maintain the confidentiality of any attorney/client work product of the Chief Hearing Examiner and other Hearing Examiners. Assesses filings for acceptance. Triage incoming filings and mail. Schedule hearings with consideration of statutory time frames, parties’ availability, and logistics. |
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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. N/A 5. N/A 6. 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.
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