Administrative Program Specialist A (WAE)

State of Louisiana; Baton Rouge (LA); On-site; USD 25,000 - 39,000; Part time

Job summary

State of Louisiana's Division of Administration/Office of Risk Management is seeking a part-time WAE Admin Program Specialist A to assist the Medical Review Panel operations. The role supports claim file maintenance, records retention, and mail operations, using MS Office tools and clear written and verbal communication.

The successful candidate will work under the Director, manage document scanning, filing, and correspondence, and help ensure compliance with governing statutes while handling

Qualifications

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

Responsibilities

• Support claim files maintenance and records retention compliance.
• Process mail, verify counsel, log enrollments and substitutions.
• Prepare correspondence and assist with office operations and records management.
• Assist with network copier maintenance and general office duties.

Skills

MS Excel

MS Word

Email

Communication

Detail-oriented

Education

Bachelor's degree

Tools

Imaging system

Copier/Scanner

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

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.

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.

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

Email: [e-mail]