Job Posting
PA State Employees Retirement System
Department: 70-State Employes' Retirement Sy
Organization: 701002-Legal Office
Job Code/Title: 86300-Administrative Officer 1 - SERS Only
Position Number: 125763
Announcement Number: None
County: Dauphin
Work Location: PA State Employees' Retirement System
30 North Third Street
Harrisburg, PA 17101
Type of Job: Civil Service
Union: No Union Representation (Not subject to provisions of a union agreement.)
Bargaining Unit: A3
Seniority Unit:
Type Position: Permanent / Full Time
Salary Range: $41,135 - $62,533
Pay Schedule / Range: ST / ST06
Posting Length: 5 days
Posting Dates: 3/9/2017 - 3/13/2017
Contact Number: (717)783-8085 or kmathews@pa.gov
Information:
Applicants must currently be employed by the State Employees' Retirement System.

SERS employees who submitted application materials under the announcement posted 12/09/2016-01/06/2017 are not required to re-apply. You will be considered for the position.

Work Hours: A work schedule beginning and ending between 7:30 a.m. and 5:00 p.m. with a half hour or hour lunch period will be considered dependent on operational requirements. The requested work schedule may not end prior to 4:00 p.m.

Supervisor: Lena Bickle
Description of Duties:
Exercises independent judgment, care and accuracy, and the failure to do so could result in substantial losses for SERS. Responsible for planning and arranging his/her own work and conferring with SERS' Chief Counsel and others in matters involving policy and unusual or sensitive issues.

Incumbent will have contacts outside SERS, including state and local governmental departments, boards and agencies, special outside counsels engaged on behalf of SERS, attorneys representing service providers, state legislators and consultants engaged on behalf of SERS' Board. Additionally, incumbent must interact directly with SERS' Board members, Executive Director, Division Chiefs, and staff.

In addition, incumbent must have or gain a thorough understanding of relevant provisions of the State Employees' Retirement Code (the "Retirement Code"), Commonwealth Contracting for Service Manual requirements, Governor's Rules of Professional Conduct, General Rules of Administrative Practice and Procedure, PA Rules of Court, and the Uniform System of Citation, as well as operational regulations established by the Governor's Office and the Office of General Counsel and internal policies and procedures established by SERS.

Incumbent reports to the Legal Office Manager and performs key planning and liaison functions both internally and externally in support of the Chief Counsel and Legal Office. Incumbent also shall provide research assistance in various matters involving SERS' policies and unusual or sensitive issues.

The position, by its very nature, is one of problem solving. Incumbent must have the ability to recognize the issues in a variety of transactions and occurrences, both simple and complex. The Incumbent should also have skills in anticipating and thus avoiding problems before they occur and keep SERS' Chief Counsel apprised of such matters.

Incumbent prepares Request for Approval of Bond-Outside Counsel for Chief Counsel's signature; prepares a draft of the Contract for Legal Services for Outside Counsel for Chief Counsel's review and signature; coordinates timely review and approval of contract by Office of General Counsel, Attorney General, and Comptroller. When contract is finalized, monitors the fees and disbursements requests funding adjustments as necessary.

Incumbent assists the Chief Counsel and Deputy Chief Counsel in monitoring securities litigation for purposes of determining actions that should be considered by SERS. Inherent in this position is the exercise of judgment, care and accuracy. In the event SERS' commences securities litigation, incumbent will be responsible for maintaining the litigation docket before the courts of original and appellate jurisdiction and monitoring all filing deadlines.

Incumbent attends the SERS Board Committee meetings (as needed) for the purpose of taking accurate minutes of the meetings. Is responsible for ensuring that accurate minutes are taken and approved by SERS Chief Counsel and the final copy is distributed to appropriate SERS staff for further dissemination to committee members, SERS Executive Assistant for the official SERS Board records and placed in the Legal Office files.

Incumbent assists the Chief Counsel in coordinating with the Office of General Counsel in the procurement of outside counsel, including the selection of law firms from the Office of General Counsel Securities Litigation Pool engaged to represent SERS in securities litigation.

Incumbent assists Chief Counsel in gathering confidential documentation and distributing it to the SERS Board Members.

Incumbent plans and organizes SERS' Chief Counsel's activities, including, but not limited to, scheduling of meetings, appointments and travel arrangements and for researching, and compiling necessary information to assist SERS' Chief Counsel in preparation for daily activities.

Incumbent prepares for Chief Counsel's signature various reports, including, but not limited to, the GAAP Audit Report and the SERS' Independent Audit Report.

Incumbent is responsible for various administrative matters in the Legal Office, including, but not limited to, purchase and procurement of supplies.

Incumbent gathers and prepares preliminary Budget Proposals for review by Legal Office Manager before submitting to Chief Counsel.

Incumbent meets regularly with SERS' Legal Office Manager to exchange information and to strategize on more effective ways for the improving the functionality of the Legal Office.

Incumbent co-represents SERS' Legal Office as a member of SERS' Continuity of Operations Planning (COOP) Management Team.

Incumbent acts as liaison and CMS Indexer for Chief Counsel and Legal Office. Incumbent establishes and maintains program for completion of CMS indexing and inputting. Incumbent analyzes CMS input for appropriateness and submits index forms, data and documents. Incumbent imports/scans and indexes such documents into CMS. Incumbent creates and maintains CMS document record spreadsheet.

Incumbent prepares and submits Chief Counsel's bi-weekly Status Report to the Office of General Counsel.

Incumbent peruses, dockets and prioritizes incoming mail. Incumbent maintains tickler system.

Incumbent assists the AO2 with distribution of work, review of completed assignments, and training of support staff.

Incumbent researches and produces written procedures, forms and practices to be used in the cross-training of staff as well as the documentation of SERS' policies and procedures.

Incumbent serves as backup for the duties of other Legal Office support staff (including Power of Attorneys (POAs), Domestic Relations Orders (DROs), Subpoenas, Administrative Appeals, etc.).

Incumbent performs such other duties as may be assigned from time to time.
Essential Functions:
1. Maintains knowledge of SERS' statutes and regulations and the Pennsylvania Rules of Court
2. Conducts legal research
3. Communicates effectively both oral and written
4. Gathers and compiles data
5. Uses office equipment, computer and software programs proficiently (Word, Excel, MS Outlook)
6. Adapts work habits based on workflow
7. Delivers documents to other agencies up to 1 mile away
 
Last Date Job Applications Will Be Accepted: Monday, March 13, 2017

THIS IS A MANAGEMENT POSITION
Recruitment Method(s):

Applicants must meet one (or more) of the following methods(s) to be considered for this vacancy:

  • Promotion Without Examination
  • Reassignment
  • Voluntary Demotion
Eligibility - all candidates
  1. Meet the minimum experience and training required for the job: two years of experience in varied office management or staff work; and bachelor's degree; or any equivalent combination of experience and training.

  2. Be a resident of Pennsylvania.

  3. Be eligible for selection in accordance with Civil Service rules.

    The below organization and or location restrictions apply only to the following recruitment options:

    • Reassignment
    • Voluntary Demotion

    Organization and/or location restrictions

  4. Be currently employed in the following Organization(s):
    • Any Organization within Dept. of State Employes' Retirement Sy Only

  5. In one of the following Area(s):
    • STATEWIDE (ANY/ALL COUNTIES)
Eligibility - Competitive Promotion Without Examination Only

          CLASS RESTRICTIONS

  1. Have held regular civil service status in one of the following classifications:
    • Administrative Assistant 1
    • Legal Assistant 2
    • Clerical Supervisor 2
    • Human Resource Assistant 2

    IMPORTANT: To be considered for this vacancy, all applicants must meet the minimum experience and training requirements, including individuals holding job titles listed as next lower class under the promotion without exam option.

    ORGANIZATION AND OR LOCATION RESTRICTIONS

  2. Be currently employed in the following Organization(s):
    • Any Organization within Dept. of State Employes' Retirement Sy Only

  3. In one of the following Area(s):
    • STATEWIDE (ANY/ALL COUNTIES)

    Selection Criteria

  4. Minimum experience and training required for the job.
  5. 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 satisfactory or higher.
  6. Seniority, defined as a minimum of one year(s) in the next lower class(es) by the posting closing date of 3/13/2017.

    Application Instructions

  7. Interested qualified applicants must submit all requested materials as specified in the "How To Apply Section". Failure to comply with the above application requirements will eliminate you from consideration for this position. Send completed application materials to the address listed in "How To Apply" section.

  8. Additional information may be obtained by calling: (717)783-8085

    This section is issued for compliance with Management Directive 580.19, Promotion in the Classified Service without Examination.

How to apply - all candidates:

The following materials must be mailed and postmarked on or before Monday, March 13, 2017:

  1. Completed Civil Service Application (0.40 MB)
  2. Most recent Employee Performance Review or indicate that one is not available
  3. SERS Bid Form
  4. Resume
  5. Voluntary Demotion only: written memo/letter indicating you will accept the appropriate reduction in pay

    You can track the status of current SERS openings from the Jobs page of the SERS website.


If interested in applying by mail, please send above specified materials to:

        Mail: PA State Employees' Retirement System
        ATTN: HR/Recruitment
        30 North Third Street, Suite 150
        Harrisburg, PA 17101
       
        FAX: ATTN: SERS HR at 717.783.0581
       
        We currently DO NOT accept bid packets via email.
       


The Commonwealth of Pennsylvania is an equal opportunity employer.