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.
The primary purpose of this position is to support the administrative functions of the Insurance Department (PID) Administrative Hearings Office (AHO) including the initial intake and processing of all appeals, case docketing, serving as communications liaison with the litigants, processing consent orders and market conduct reviews from inception to disposition, aiding in routine legal work, and providing general administrative support to AHO Hearings Examiners.
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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.
- Provides administrative support to the legal office and its attorneys and other office staff.
- Greet and direct parties arriving for hearings or other business in the Administrative Hearings Office.
- Accept, review, properly docket, and record formal filings and other communications, bringing them to the attention of the Hearings Administrator or presiding officer(s), as appropriate.
- Receive and respond to telephone, electronic mail, and in-person inquiries from insureds, company representatives, attorneys, PID personnel, legislative offices and other agencies, either responding personally or forwarding to appropriate personnel. The response may include non-substantive procedural guidance, case status information and general information.
- Distribute, electronically file, or take other action as needed with incoming mail and documents, requiring a determination as to which procedures apply depending on the nature of the incoming documents or communication.
- Maintain substantive knowledge of the statutes and rules governing the Insurance Department, including those specific to the Administrative Hearings Office (i.e., the rules governing docket procedures as set forth in 1 Pa. Code, Acts 68, 77, 143, 146, 205 etc.) and analyze applicability of laws, regulations and procedures appropriately in the performance of daily duties.
- Assign docket numbers for all new cases after determining the nature of the case.
- Intake, process, and distribute consent orders and market conduct reviews and enter information into the docket management database.
- Assist in processing untimely requests for review.
- Compose routine correspondence on behalf of the AHO as needed.
- Electronically file Pennsylvania Bulletin notices of upcoming hearings.
- Proofread final adjudications.
- At the direction of the Hearings Administrator or presiding officer, draft routine AHO orders and other correspondence for review and dissemination.
- Assist with all aspects of an administrative proceeding to include both in-person and virtual hearings (i.e. preparation of the docket sheets, ensuring the hearing room(s) are properly set, clean, and contain ample supplies at least one hour prior to hearing).
- Monitor and review incoming transcripts and issue appropriate brief schedules, notifying all parties and the presiding officer.
- Prepare Out-Service training documents for attorneys to attend conferences and obtain their Continuing Legal Education credits.
- Schedule presiding officer travel accommodations for Philadelphia and Pittsburgh hearings ensuring proper compliance and reimbursement.
- In consultation with the Chief Hearings Examiner, assist with the timely preparation of data reports for the Commissioner, Chief Counsel, or other stakeholders.
- Maintain office supplies and assist with the preparation of purchasing-related documents for supplies and office equipment.
- Perform work related and additional duties as needed in the absence of the Hearings Administrator.
- Performing other duties as assigned.
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