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.
Type documents from handwritten drafts, drafts available through a computer
network or final form using a computer.
Type documents such as letters, Interim Orders, Conference Call and Mediation
Session Notices, Cover and Calendar sheets, and memoranda.
Type any statistical tables necessary for attachment to decisions. Preparing
correspondence in the form of letters and memoranda.
Proofread typed materials to ensure the transfer of information is grammatically
and typographically correct and adheres to Commission policy and methods.
Research case information for possible Certificate of Satisfaction or other
relevant documents that may delay or close a case.
Ensure Decisions and Orders are completed in compliance with deadlines.
Correct typed materials which are in error.
Prepare for distribution to parties of record (to include preparing mailing
labels) by U.S. Mail or e-Service, copies of all Orders and other documents
requiring interim service. Obtain or prepare parties of record lists, update
for service purposes, and filing for future reference; advise appropriate
personnel of changes.
Officially file Decisions from ALJs with the Chief ALJ's office.
Upon completion of Orders, send out copies to the appropriate parties of
record, making sure that all necessary PUC employees are sent copies of
Establish and maintain files by inserting and retrieving documents, prepare
new file folders and update file contents.
Purge old files from active status and place in a closed or discarded file
Perform 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.
Prepare and distribute Hearing Report sheets from information received on the
weekly hearing calendar.
Notify scheduling staff and other pertinent parties of hearing postponements
Ensure all outgoing mail is processed timely for daily shipment. In rush
cases, arranging for documents to be shipped express mail.
Retrieving pertinent case information from InfoMAP, as needed.
Perform other related duties, as required; e.g. assist other support staff
and the Administrative Officer with various clerical tasks as workload
Review hearing notices and compile information into the Hearing Room
Scheduler (HRS) calendar.
Schedule hearings for formal legal proceedings, using the HRS computer
Consult InfoMAP in order to access information on each case. Review &
evaluate each complaint and determine the Administrative Law Judge to be
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
Determine parties of record in InfoMAP, then composes the Parties of Record
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 and InfoMAP POR 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.
Handle cases when Certificates of Satisfaction & Petitions for Leave to
Withdrawal have been filed.
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.
(a) Interim Orders (IO)
Create IO based on templates in InfoMAP and following special instructions
from mediator, if any.
Prior to preparing IO, check InfoMAP to see if anything was filed that is
relevant; i.e. Certificate of Satisfaction.
Draft IO for Mediator Review; create and update any mediation template(s) in
InfoMAP, as assigned; if needed, place "Mediation Review Completed"
memo in InfoMAP
(b) Conference Calls and Mediation Sessions
Send out Notices.
Type all correspondence and mail it out.
Compose & maintain the Parties List.
Update POR in InfoMAP if changes are made after initial filings, per presiding
officer's discretion; perform research in InfoMAP, print out, gather and
assemble pertinent documents.
Process mediator's reports.
Take appropriate actions in InfoMAP (attaching, filling in required fields).
Additional duties as assigned by your supervisor.
Ability to effectively communicate with others, both verbally
and in writing.
Ability to 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.
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
- Voluntary Demotion
Eligibility - Competitive Promotion
Without Examination Only
1. Have held regular civil service status in one
of the following classifications:
o Clerk Typist 2
o Clerk Stenographer 2
o Clerk 2
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.
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 12/1/2017.
1. 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:
The following materials must be submitted online on or before Friday,
December 1, 2017:
1.Most Recent Employee Performance Review
All application materials must be filed online by the closing date
of this posting. Late applications will not be accepted.
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.
In addition to the application materials listed above, individuals applying
for Voluntary Demotion must submit a letter of interest acknowledging that
acceptance of the position represents a demotion with corresponding reduction
Individuals applying for Reinstatement must submit a letter of interest
requesting consideration for reinstatement.