Support Staff Vacancy

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. 


Serves as the Office Manager within the Department of Human Services (“DHS”), Office of Chief Counsel’s (“OCC”) Pittsburgh regional office.  This position performs advanced specialized administrative and professional legal work which involves assisting deputy chief counsel, senior counsel and assistant counsel with preparing and processing all aspects of varied litigation and non-litigation matters handled in representation of the Department.  The work is performed independently under the general supervision of deputy chief counsel, as well as senior and assistant counsel.  Work primarily involves office management, legal research, document preparation, the reviewing and filing of documents, the processing of mail, maintenance of litigation files and office supply inventory management.  Work involves handling sensitive and confidential matters consistent with attorney-client privilege.

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.


Analyzes office workflow and procedures to improve efficiency and productivity while ensuring all administrative duties are completed in a timely manner. 

Provides complex legal administrative support to the Pittsburgh regional office and assists other DHS OCC offices as requested.

Participates in office coordination meetings with all DHS OCC regional administrative staff quarterly or as scheduled.

Serves as the western regional office’s litigation coordinator by tracking incoming cases and ensuring that all court and filing deadlines are met.

Prepares motions, affidavits, petitions, proposed orders, praecipes and responses on behalf of the DHS OCC western region, assisting other DHS OCC regional offices as needed.

Scrutinizes and drafts legal documents and conducts legal research as directed.

Engages in cross-functional knowledge and skill sharing and training with colleagues consistent with operational and organizational requirements.

Analyzes, reviews and coordinates complete and partially completed legal petitions, other pleadings and tax returns in support of small estate petitions. Prepares legal filings and all correspondence related to guardianship matters. 

Prepares and evaluates the form and substance of each legal action and procedure of each judicial district to ensure conformance with state law and DHS procedures.  Reviews court filings for compliance with court rules and statutory requirements.

Establishes, maintains and updates office procedures and docket information related to guardianship petitions. Prepares other unique petitions as required.  Oversees the preparation for guardianship hearings, which are confidential and sensitive in nature.  Schedules and coordinates guardianship proceedings with various courts, attorneys and other parties, including logistical arrangements.

Communicates with Common Pleas Court judicial and administrative staff, attends guardianship hearings and assists attorneys during all phases of the case.  Reviews and monitors all invoices and arranges for payment of fees associated with guardianship filings.

Prepares written summaries of issues for counsel to present in court as required.  Prepares inheritance tax returns, petitions and proposed orders for distribution of small estates, arranging for outside counsel to handle large estates as needed.

Analyzes documents from the Bureau of Field Operations showing the department's claim for MA reimbursement. Collects and gathers information from the guardian offices and the county medical assistance office in preparation of inheritance tax returns.

Maintains regular contact with the courts and personnel throughout the region in managing the office's guardianship and small estate docket.

As an authorized DHS Purchasing Card holder, is responsible for logging expenditures, verifying correct charges are made by reviewing monthly card statements and submitting approved statements to the Harrisburg-based Purchasing Card Coordinator monthly.

Schedules meetings and conference calls for attorneys and attends meetings as required.

Assists counsel in preparation of varied legal documents for submission to the Bureau of Hearings and Appeals, the Court of Common Pleas and Commonwealth Court.

Responsible for document management, including the input and maintenance of litigation matter data and the indexing of documents and exhibits.

Assists attorneys with maintaining and tracking all litigation matters related to medical assistance, guardianship, small estates, nursing home audits and eligibility, civil service and other labor matters, child abuse, and licensing matters across multiple program offices.

Produces a volume of high-quality work product that meets timeliness deadlines.

Maintains familiarity with laws and regulations relating to Pennsylvania, Federal and administrative law and procedures.

Communicates with various internal and external entities.

Coordinates with deputy chief counsel regarding the assignment of appeals, including civil service appeals relating to non-selection, reclassification and disciplinary actions. Assists counsel with preparation of all appeals, including pre-hearing matters, discovery, exhibits and briefs, proofreading draft court and administrative briefs for typographical errors and inconsistencies.

Performs other duties as assigned by chief counsel, deputy chief counsel, senior counsel and assistant counsel, including but not limited to administrative work necessary to perform all job functions.

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.

Analyzes legal office operations and recommends, develops and implements procedural and workflow improvements.

Analyzes and interprets written information and numerical data.

Develops and implements policies and procedures for managing legal records and case files, ensuring preservation of records and data related to legal actions.

Reviews, analyzes and performs research required to send or file a response or document to the appropriate person, department or court.  In performing these tasks, must possess knowledge of applicable federal and state laws, rules and regulations, policies and procedures.

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

1. Notary Public Certification

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

1.  Apply knowledge of the principles and practices of legal office administration.
2. Employ discretion and confidentiality.
3. Analyze and interpret legal documents and information   
4. Communicate effectively both orally and in writing
5. Manage multiple tasks simultaneously
6. Prepare and draft legal documents in a clear, concise legal style 
7. Use a computer and associated software
8. Conduct legal research
9.  Attend meetings, hearings, and trials
10. Establish and maintain effective working relationships