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This position provides legal secretarial support to staff
Attorneys as well as to the Director, Deputy Chief Prosecutor, Supervisors,
Analysts, and Engineers of the Legal and Technical Divisions of the Bureau of
Investigation and Enforcement. The incumbent must carry out a variety
of secretarial and clerical duties requiring some knowledge of technical and
legal terminology, with initial discretion to set priorities. Must be
able to adjust priorities as work flow changes, and to assist other
administrative staff as needed.
Prepares and types base level documents as letters, memoranda, official case
correspondence, interrogatories, testimony and accompanying exhibits,
etc. Proofreads typed materials to ensure the information is
grammatically and typographically correct, and adheres to Bureau and
Commission policy, methods and deadlines.
Coordinates and tracks corrections made by Attorneys and Management staff to
testimony and interrogatories after the internal review process takes place,
and prepares the final copy for transmittal via email, fax and/or hard copy
to all parties of record. Selects and creates an appropriate cover
letter and Certificate of Service for each type of document. Sends
finalized documents to parties of record via email directly, followed by hard
copy.
Compiles Table of Contents and Table of Authorities for insertion into briefs
in accordance with the Uniform System of Citation or other specified court
format.
Prepares and files documents with the Secretary's Bureau and the Commonwealth
and PA Supreme Courts in accordance with Commission procedural rules and PA
Rules of Appellate Procedure using the Efile document system.
Reviews and interprets Confidential Agreements filed by various entities and
ensures that I&E is in compliance with such agreements. Formulates
the process by which I&E handles confidential materials in each
proceeding. Such duties include, but are not limited to, maintaining
files of all confidential information covered by Protective Order;
distributing confidential information to appropriate parties only, and
tracking the information as the case progresses. At the conclusion of a
proceeding, responsible for destroying or returning confidential information
to the applicable party, as dictated by the Protective Order. Ensures
that I&E is fully compliant with Act 156 statutory provisions.
Acts as designated point of contact, or "authorized user" to
receive electronic filings from outside parties. Reviews initial filings
and determines appropriate in-house distribution of materials.
Upon completion of any official case work documentation, prepares a parties
of record list, updating for service purposes and filing for future
reference. Maintaining said list in a central electronic folder for use
by other staff. Prepares and sends via U.S. mail, fax and/or email any
correspondence as may be necessary. Additionally, ensures that all
necessary internal employees are sent copies of appropriate documents.
Creates folders in InfoMAP on each case that is being processed through the
Legal Division. Maintains the filing system making sure the subfolders
are labeled properly and documents are placed in the correct folder and
easily found by naming the file appropriately.
Tracks and periodically reviews the due date(s) for the responses to I&E
Interrogatories (Interrogatory and Discovery Logs), in accordance with the
Commission's Procedural Rules. Informs appropriate I&E Legal Staff
of overdue status.
Assists with travel arrangements for members of the Legal and Technical
Division, i.e. airline, hotel, rental car, etc., through SAP or ADTRAV.
This responsibility may also include preparing requests for temporary
transportation, request for advancements, and processing travel expense
vouchers through SAP.
Acts as Bureau Timekeeper – keeps a record of all leave time used by bureau
employees; monitors leave requests and leave transmittals through SAP.
Handles all wage employee information pertaining to hours worked for pay purposes;
transmits Time and Attendance Record through SAP in a timely manner.
Runs bi-weekly error report and fix all errors.
Maintains, inventories, and orders office supplies for I&E
administration, legal and technical divisions in bureau, as needed.
Greets visitors, answers phones and screens calls from outside attorneys,
utility representatives, consumers, etc., by directing them to the
appropriate person.
Assists Administrative Officer 1 (Motor Carrier) with processing of the
Unified Carrier Registrations (UCRs).
Records Technical Division leave on the I&E Action Calendar.
Receives and routes mail to proper personnel in the division.
Maintains and updates financial publications.
Fills in for other Legal Assistants and Administrative officer, as
needed.
Performs other related duties as required.
Essential Functions:
Ability to keep classified Bureau information and materials that have been
deemed Confidential.
Ability to provide secretarial and administrative support to the Legal and
Technical Divisions of the Bureau of Investigation and Enforcement, including
the ability to understand technical and legal terminology and the ability to
set priorities.
Ability to type various forms of documents using a personal computer, and the
ability to proofread typed materials for grammatical and typographical
content.
Ability to enter information into software applications such as Microsoft
Word, Excel and Outlook, as well as specific systems such as InfoMAP and SAP.
Ability to send information and documentation to parties via first class
mail, e-mail and facsimile transmission.
Ability to receive mail and sort to proper division; ability to maintain
control of paper flow through the use of logs and related controls.
Ability to process, log and file all incoming interrogatories within 24 hours
of receipt.
Ability to ensure that all Legal and Technical Division documents and
materials conform to approved styles and formats, including legal and
technical terminology and statistical tables.
Ability to complete assignments and meet bureau and PUC deadlines.
Ability to screen visitors and phone calls.
Ability to edit and update I&E Action calendar.
Ability to make arrangements for travel.
Ability to maintain several filing systems in support of the Legal and
Technical Division.
Ability to perform other related duties as directed or required.
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Recruitment Method(s):
Applicants must meet one (or more) of the following methods(s) to be
considered for this vacancy:
- Civil Service Lists (Fill by examination in
accordance with collective bargaining.)
- Promotion Without Examination
- Transfer
- Reassignment
- Voluntary Demotion
- Reinstatement
Eligibility - Competitive Promotion
Without Examination Only
CLASS RESTRICTIONS
- Have held regular civil service status in one of the
following classifications:
- Clerk Typist 2
- Clerk Stenographer 2
- Clerk 2
Or
in a class at Pay Scale Group 3 where there is clear linkage between the
knowledge, skills, and abilities required to perform the duties of that class
and the knowledge, skills, and abilities required of the Legal Assistant 1
class. Applications submitted will be reviewed to determine if an applicant's
current or previous class has a logical occupational, functional, or career
development relationship to the Legal Assistant 1 class.
Selection Criteria
Minimum experience and training required for the job.
Meritorious service; defined as (a) the absence of any discipline above the
level of written reprimand during the 12 months preceding the closing date of
the posting, and (b) the last due overall regular or probationary performance
evaluation was higher than unsatisfactory or fails to meet standards.
Seniority, defined as a minimum of one year(s) in the next lower class(es) by
the posting closing date of 3/13/2018.
Application Instructions
- Interested qualified applicants must
submit all requested materials as specified in the "How To Apply
Section". Failure to comply with the below
application requirements will eliminate you from consideration for this
position.
This section is issued for compliance with Management Directive 580.19, Promotion in the Classified
Service without Examination.
How to apply - all candidates:
Submit an online application at https://www.governmentjobs.com/careers/pabureau/promotionaljobs
on or before Tuesday, March 13, 2018 and
attach:
- Resume
- Please attach a copy of
your most recent Employee Performance Review (EPR) to your application -
if you do not have this document, please include a note explaining why
it is not included.
All application materials must be
filed online by the closing date of this posting. Faxed,
e-mailed, mailed, late and/or incomplete applications will not be accepted.
To be considered for this vacancy, all applicants must meet the minimum
experience and training requirements.
In addition to the application materials listed above, individuals applying
for Voluntary Demotion must submit a letter of interest acknowledging
reduction in pay.
Individuals applying for Reinstatement must submit a letter of interest
requesting consideration for reinstatement.
Please use the contact information provided for additional information.
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