Administrative Secretary I

About the role

The Administrative Secretary I acts as assistant to the Impartial Scheduling Unit Manager and the Impartial Scheduling Unit Supervisor. Working independently, this role is responsible for case management, coordination of resources and management of a broad range of complex administrative duties and responsibilities involving confidential and security-sensitive information. The ideal candidate should have excellent organization skills, attention to detail, the ability to maintain accurate records, and must be able to balance multiple projects at the same time.

Responsibilities

• Manage an impartial exam case load of approximately 5000 cases in a multi-situational environment.
• Utilize sound judgment while analyzing and evaluating actions needed to manage past, current and future cases daily.
• Liaison with all stakeholders including but not limited to internal units, pro se claimants, claimants' attorneys, employers' attorneys, insurers' attorneys, paralegals, or other office staff.
• Maintain the board case file (DMS) that includes but not limited to scanning and uploading all submitted substantive documents prior to quality control review.
• Perform administrative duties with a high level of skill and knowledge.
• Prepare and schedule accurately impartial exams, based upon the Judges' findings following Conferences.
• Responsible for courteous, prompt and professional communication electronic and oral responses to inquiries from attorneys, the public and all supporting internal units regarding impartial examinations and appeal fee checks as well as judicial procedures, hearing dates, protocols, forms as well as providing guidance on the use of propriety software.
• Responsible for maintaining internal database (DMS/CMS) case information to record all case dispositions for court orders, decisions, motions and agreements including importing and maintaining all case correspondence, pertinent documents in electronic filing system.
• Make determinations as to whether the parties' submission of Conference medical evidence, non-medical evidence, hypothetical question, forms, or other electronic documents comply with established court protocol and accept or reject same in accordance with strict departmental guidelines.
• Review electronic files and contact attorneys or litigants to obtain any outstanding documents and information for scheduled impartial examination.
• Review Conflict Disclosure Forms for the assignment of 11A examinations.
• Communicate with stakeholders regarding missing Conference medical submissions and appropriate information.
• Review monthly status reports to ensure the expeditious advancement of all claims.
• Follow up with parties regarding outstanding issues, documents, or submissions.
• Other duties and assignments assigned by the Senior Judge, Impartial Scheduling Manager and Impartial Scheduling Supervisor.

Qualifications

• High school diploma or equivalent.
• At least three (3) years of full-time, or equivalent part-time, experience in clerical or secretarial work.
• An associate's degree or higher may be substituted for two (2) years of the required experience.