Administrative Program Specialist A (WAE)

Division of Administration-Risk Management; Baton Rouge (LA); On-site; USD 21,000 - 34,000; Part time

Job summary

The Division of Administration/Office of Risk Management in Baton Rouge, LA is seeking an WAE Admin Program Specialist A to assist with claim files, records retention, and mail operations. The role requires organizational skills, MS Office proficiency, and ability to work independently or in a team.

Primary duties include processing and scanning records, maintaining file accuracy, and preparing correspondence under supervision of the Director.

Qualifications

• Three years of experience in administrative services.
• Six years of full-time work experience in any field.
• A bachelor's degree.

Responsibilities

• Support claim file maintenance and records retention compliance.
• Assist with in-house mail operations and document handling.
• Prepare internal/external correspondence and general office duties.
• Advise on process improvements and ensure regulatory compliance.

Skills

Administrative experience

Attention to detail

MS Office proficiency

Education

Bachelor's degree

Tools

Excel

Word

Email

Job description

The Division of Administration/Office of Risk Management has a vacancy. This job title has an assigned pay grade of AS-613.

The WAE Admin Program Specialist A will perform duties as assigned by MRP's Admin Program Director 1 (Director), in supporting the statutory Medical Review Panel operations. The position will provide assistance and support to each Unit member in ensuring compliance with MRP program functions related to Claim File Maintenance and Records Retention Management, and Mail Operations. The incumbent must be organized, experienced in the use of Microsoft Office Excel, Word and Email applications; have competent verbal and written communication skills; be able to work both independently or as part of a team; and able to pay attention and notice minor details. This position reports to and receives work priorities, daily assignments and general supervision from the Director.

The Division of Administration is the state government’s management arm and the hub of its financial operations. Division offices perform a wide variety of activities including the following:

• Overseeing the state’s capital construction program
• Working to provide state and federal grants for community development
• Development of the state budget
• Providing technology services
• Giving agencies guidance in the state purchasing and contracting process as they seek goods and services
• Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

Qualifications

• Three years of experience in administrative services; OR
• Six years of full-time work experience in any field; OR
• A bachelor's degree.

EXPERIENCE SUBSTITUTION:

Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties

Claim File Maintenance and Records Management Compliance

• Works closely with Director and other team members to support claim files maintenance and records retention compliance functions. Organizes paper and coordinates the preparation and creation of electronic records for setup of new claim files or addition of documents to open claim files. Scans vital documents into the imaging system, preparing documents received or submitted through daily mail processes. Assists in file maintenance by updating open files with panel formations, physician panelist substitutions, and court-ordered extensions, as outlined by office procedures, based on governing statute. Processes files and records for retention, as required by LA R.S. Title 44.
• Processes received items that must be transferred to Patient's Compensation Fund (PCF). Prepares, scans and stores electronic claim files for closed historical files and records to comply with MRP records retention schedule. Assists in file maintenance by updating open files with panel formations, physician panelist substitutions, and court-ordered extensions, as outlined by office procedures, based on governing statute.

Mail Operations and General Office Activities

• Assists with in-house mail operations, including collection of incoming mail and handling outgoing mail or deliveries. Date-stamp incoming mail, copy all correspondence. Verifies the names of counsel for health care providers qualified under PCF for claims consolidated with the MRP office. Verifies counsel appointed to defend state-qualified health care defendants after receipt of filing fees; log information, and draft official correspondence notifying parties of state attorney enrollment and all subsequent substitutions.
• Drafts correspondence for attorney chairperson appointments, rescindments, and replacements, as agreed to by all parties and, to support timeline compliance, as necessitated by governing statute. Drafts preliminary notices after receipt of defendant dismissals and panel opinion filings, update file, prep for file closing.
• Monitors and maintains paper supplies for network copier/scanner/printer located within the MRP office and completes other duties related to general office activities or MRP special projects, as assigned by Director.
• Performs responsible duties related to records management and communications.
• Composes internal and external correspondence.
• Advises higher level management on all situations as needed.
• Ensures program compliance to applicable State regulations.

Position-Specific Details

Appointment Type:

This vacancy will be filled as a part-time classified WAE, which is temporary in nature, not to exceed 1245 hours in a 12 month period.

Louisiana is a "State as a Model Employer" for People with Disabilities.

A criminal history check may be conducted on all new hires as well as employees changing positions including promotions, demotions, details, reassignments and transfers.

Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-verify system.

*Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application. The selected candidate will be required to submit original documentation upon hire.

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

Email: [e-mail]