| Description of Duties: |
Performs as
support staff in the Office of Administrative Law Judge. Carries out
a variety of support staff and clerical duties requiring knowledge
of technical and legal terminology, with initial discretion to set
priorities. Must be able to adjust priorities according to
circumstances, and to assist other support staff, as needed, to
produce work for the office. Can learn new applications of computer
software, as needed.
Job responsibilities include, but are
not limited to:
Typing documents from handwritten drafts,
drafts available through a computer network or on diskette, and
dictated cassette tapes into draft or final form using a computer.
Typing documents such as decisions, Orders, letters, cover and
calendar sheets, and memoranda. Also typing any statistical tables
necessary for attachment to decisions. Preparing correspondence in
the form of letters and memoranda. Proofreading typed materials to
ensure the transfer of information is grammatically and
typographically correct and adheres to Commission policy and
methods. Ensuring that decisions and Orders are completed in
compliance with deadlines. Correcting typed materials which are in
error.
Preparing for distribution to parties of record (to
include preparing mailing labels) by U.S. Mail or telefacsimile,
copies of all Orders and other documents requiring interim service.
Obtaining or preparing parties of record lists, updating for service
purposes, and filing for future reference. Advising appropriate
personnel of changes.
Officially filing decisions from ALJs
with the Chief ALJ's office.
Upon completion of Orders,
sending out copies to the appropriate parties of record, making sure
that all necessary PUC employees are sent copies of proper
documents.
Establishing and maintaining files by inserting
and retrieving documents, preparing new file folders and updating
file contents. Purging old files from active status and placing in a
closed or discarded file for recycling.
Performing general
office duties including routing mail to appropriate personnel,
screening and routing telephone calls, placing telephone calls,
photocopying documents, forms or other materials and faxing
documents.
Preparing and distributing Hearing Report sheets
from information received on the weekly hearing calendar.
Notifying scheduling staff and other pertinent parties of
hearing postponements or cancellations.
Ensuring that all
outgoing mail is processed by 2:30 p.m. each day for shipment. In
rush cases, arranging for documents to be shipped express mail.
Retrieving pertinent case information from InfoMap, as
needed.
Performing other related duties, as required. Such
as assisting other Secretaries and the Administrator with various
clerical tasks as workload dictates.
Scheduling
Review hearing notices and compiles the information into the
hearing calendar.
Schedule hearings for formal legal
proceedings, using the Meeting Room Manager computer program.
Consult InfoMap in order to access information on each case.
Review & evaluate each complaint and determine the
Administrative Law Judge to be assigned. Use geographic location of
the complainant, ALJ caseload, and availability.
When
assigning cases, consider the legal parameters established by
statute,
regulations, internal Commission policy; or as
instructed by the individual ALJ or Chief ALJ.
Use knowledge
of Public Utility Law, regulations, and policy to review legal
documents received before scheduling a hearing.
Assess each
case for complexity – in order to know which type of hearing to
schedule:
Determine parties of record, then compose Name
& Address file for each case.
Compose Service List of
participants for each case.
Analyze each case to find the
fairest & quickest way to proceed.
Review answers to the
complaints in order to timely notify other PUC Bureaus that have an
interest in the case.
Update all parties' lists as
additional complaints are filed in a case; or when "Petitions to
Intervene" are filed.
Prepare the official hearing notices
to go out to parties of record.
Responsible for scheduling
of Public Input Hearings for rate cases to include the selection of
facility within service territory of utility that accommodates all
parties, including researching facilities available and costs
associated with renting the facility, typing reservation letter to
facility, explaining billing procedure to facility representative,
and arranging for fiscal to pay rental fees to the facility.
Type notice to Commissioners, obtain maps and directions for
dissemination to parties and type Public Input Hearing Notice.
On a daily basis, responsible for re-scheduling of hearings
as directed by the Administrative Law Judges.
Prepare
notices for Emergency Relief Petitions to be served within 10 days
for Administrative Law Judge to act on within 15 days. Notices must
be handled in an expeditious manner.
Compose Certificates of
Satisfaction & Petitions for Leave to Withdraw when cases have
been settled / withdrawn.
Prepare memos to the Secretary's
Bureau for action to be taken to close cases within 10 days &
forward the documentation backing this decision. Provide a copy of
this memo to the assigned ALJ.
Communicate with attorneys,
paralegals, court reporters, Commission employees,
Judges across
the state, which requires excellent verbal & written
communication skills.
Responsible for forwarding copies of
all correspondence to the Docket Section Supervisor for maintaining
an Official Record.
|
| Essential Functions: |
Ability to
effectively communicate with others, both verbally and in writing.
Ability and learn and understand existing and/or proposed
policies and procedures and incorporate same into assigned duties.
Ability to use office equipment such as calculators,
telephones and computers in more than just a basic function. Must
use computer to make corrections to decisions, orders, hearing
notices, etc.
Ability to use computer software packages,
including but not limited to InfoMap, Word, Excel, and Outlook.
Ability to type.
Ability to organize and maintain
files.
Ability to take notes and respond to problems, both
verbally and in writing.
Ability to proofread.
Ability to adjust priorities according to circumstances, and
to assist other secretaries and staff, as needed, to produce work
for the office.
|