Acts as the Division of Administrative Law s statewide Clerk of Court.

Transcription

1 DIVISION OF ADMINISTRATIVE LAW PROGRAM MANAGER 2 Administrative Hearings Clerk Duties: 50% Acts as the Division of Administrative Law s statewide Clerk of Court. Is Program Director for the clerk s office operations of Louisiana s centralized administrative hearings tribunal, directing the docketing, handling and tracking of about 22,000 cases per year. Directs and oversees all aspects of operations of four sections: Health and Hospitals(HH), Children and Family Services(CFS), General Jurisdiction(GJ) and Central Staff (reception and central case intake). All are statewide programs. Is at the top of the DAL organizational hierarchy. Has statewide jurisdiction to manage administrative hearings clerk s office duties for a large number of state agencies, covering hundreds of different types of cases, numbering in the tens of thousands. Keeps DAL Director informed of any problems that may affect the operations of the DAL. Meets with Director and Deputy General Counsels and General Counsel at regular management staff meetings to discuss and address agency issues. Works closely with other management staff and all DAL judges to resolve problems and effectively communicate Clerk s Office issues. Directs staff of 16 who accept all filings in connection with adjudications and route documents to appropriate personnel. Staff assigns docket numbers to incoming cases, create physical case files, maintain and update files. Directs the maintenance of the centralized, computerized database of all administrative hearing requests received by DAL. Keeps computerized system constantly up to date as status of cases changes. Monitors cases assigned and cases closed by each administrative law judge ( ALJ ). Supervises three subordinate Administrative Program Managers who each supervise separate sections for the Clerk s Office, and each have subordinate staff. These managers act as Deputy Administrative Hearing Clerks/Chief Schedulers for their respective section/program (HH, CFS, and GJ). Manages these subordinates who oversee scheduling of all cases. Directs the preparation and mailing of notices of administrative hearings and status conferences, subpoenas, and a variety of legal documents. Supervises the mailing of ALJ decisions, orders and other correspondence. Supervises staff who receive and sort all incoming mail and route to appropriate staff. Responsible for coordinating availability of witness rooms and conference rooms for adjudications. Coordinates the preparation of the weekly docket of scheduled hearings and conferences for all DAL sections, and the update of the dockets on DAL web page. 1

2 Independently makes decisions regarding the operations of the Clerk s Office. Regularly meets with attorneys, respondents, witnesses, law enforcement personnel, agency personnel and other customers to resolve problems or concerns. Performance control and internal auditing duties. For the purpose of ensuring compliance with federal and state deadlines for case handling and issuance of decisions, compiles and reports statistical data from all sections/programs of DAL concerning the volume and types of cases handled by the Division. Provides statistics for performance indicator reports. Reports statistics to the DAL Director. Weekly Reports: Transactions by ALJ by Area of Law Weekly Docket of Hearings Scheduled and Location Monthly Statistical Report: Number of cases docketed by area of Law Number of hearings held by area of law by location Number of decisions/orders signed by area of law Number of settlement orders signed by area of law Number of conferences by area of law Number of mediations by area of law Monthly LWC Only: Number of cases docketed Number of cases closed Number of cases pending Number of future hearings scheduled Number of hearings held Number of continuances granted Number of appeals dismissed by default Number of appeals withdrawn Number of cases affirmed Number of cases reversed Number of cases modified Monthly report for CFS tracking the timeliness of recommended decisions to ensure compliance with Act 683 and statutory deadlines. Monthly report for HH tracking the timeliness of decisions to ensure compliance with Act 683 and statutory deadlines. Monthly LPAA Reconcile Asset Inventory Report with LPAA 2

3 Quarterly Reports Transactions time by ALJ by Area of Law Performance Indicators: Avg. Length of Hearings by area of law % of hearings less than 30 minutes by area of law Avg. number of days from record closed to decision signed by area of law Avg. number of days from date docketed to case closed by area of law Quarterly Report for CFS Section Transaction time by case by ALJ by date Quarterly Report for HH Section Number of appeals docketed Number of recipient appeals timely heard and decided Number of recipient appeals not timely heard and decided Number of provider appeals docketed Number of provider appeals timely heard and decided Number of provider appeals not timely heard and decided Number of recipient appeals dismissed as untimely Number of provider appeals dismissed as untimely Number of recipient appeals dismissed due to no subject matter jurisdiction Number of provider appeals dismissed due to no subject matter jurisdiction Avg. length of hearings in hours Avg. number of days between docketing appeal and hearing Avg. number of days for ALJ to render recommended decision after the hearing Number of appeals processed by disposition Unassigned and Assigned Abandonment Decision in favor of appellant Decision in favor of department Decision in favor of Medicaid provider Administratively dismissed Duplicate appeal Filed in advance of adverse determination Inappropriate appeal Lack of proper standing Moot No subject matter jurisdiction Partial favor of dept. and appellant Rescind Reversal of action Settlement Untimely appeal request 3

4 Withdrawal Every 6 months (January and July) runs the regular monthly report for that 6 month period of time. Central records and document control duties. Acts as DAL Custodian of Records. Responsible for the custody and maintenance of the physical adjudicatory records of the DAL including records, files, tapes, transcripts and/or minutes, exhibits, correspondence, orders, subpoenas and all documentation which pertains to the adjudicatory hearing process. Directs subordinates who assist with these duties. Selects and directs the preparation of records to send to the Louisiana State Archives for permanent storage. Develops records retention schedules with the State Archivist based on statutory requirements. Responds to Public Records requests. Provides certified true copies of adjudicatory records. Directs personnel who process requests for subpoenas, prepare and track return service forms, and collect funds for copies, witness fees and requests for copies of recordings of hearings. Collects and submits ALJ decisions to WESTLAW and Lexis/NEXIS for inclusion in their law database. Maintains a database listing of all decisions made by ALJs and WESTLAW/Lexis cites, if available. Oversees the compilation and maintenance of the DAL Decisions and Orders Library. Accounting and billing duties. DAL bills some agencies for its services. Reviews transaction times and/or case docketed info, and agency billing MOUs and contracts, and prepares DAL monthly billings for work performed for various agencies for approval by the DAL Director. Gathers info from judges and case assistants as needed for billings. Prepares Monthly Billing Reports for the Director. Contract compliance duties. Directs staff who handle requests for transcripts of hearings. Secures services of a contract court reporter when needed, and acts as contract compliance manager. Secures services of a contract sign language interpreter when needed, and acts as contract compliance manager. Judicial courts liaison duties. Acts as a liaison to the La. district and appellate courts and their Clerks of Court, as to procedures for parties to file appeals from DAL decisions to those judicial 4

5 courts. Directs staff who prepare case records for appeal in accordance with the court rules and the Louisiana Code of Civil Procedure. Has transcripts of record prepared and certifies record as needed. Information technology duties. Administrator of DAL s computerized central case database, ProLaw. Responsible for designing and modifying what information DAL will collect and track relative to each type of case/program/section. Liaison with ProLaw regarding monthly system updates, troubleshooting DAL needs, and act as ProLaw contract compliance manager. Create data specific templates to be used for each area of law. Examples: Notice, Subpoena, Amended Notice, Amended Subpoena, Rehearing, Decision, Minute Entry and Order, Case Cover Information Page, Letters, Order Terminating Adjudication, etc. Works closely with and assists the DAL Info Management Consultant in maintaining the integrity of the DAL database and serves as IT backup when he is out of the office. Coordinator for training all DAL employees on ProLaw case tracking system both initially, and as changes are made to the system. Office Manager Duties: 50% Serves as office manager for full time staff of around 60 employees. Supervises staff of three Deputy Clerks, (Health and Hospitals, Children and Family Services and General Jurisdiction), four Administrative Coordinator 3, positions, and up to four student workers. Responsible for interviewing, hiring and training support staff, assigning job tasks, reviewing and approving work done by subordinates. Responsible for training the clerk s office staff in the duties of the Administrative Hearings Clerk. Directs office receptionist duties (answer telephones, take message and direct clients arriving for hearings). Oversees work flow of all Clerk s Office staff. Prepares written internal operating procedures for DAL and/or individual job tasks. Creates flow charts and personnel charts. May be assigned special projects by the Director. Maintains general administrative files. Communicates with landlord s agent as to needs for cleaning and repair of leased offices at several DAL statewide locations. Oversees cleaning done by landlord s janitorial contractor, and maintenance and repairs of DAL lease properties. 5

6 Property Control Manager duties. Acts as DAL Property Control Manager. Responsible for yearly LPAA Certification of all DAL property, the transferring of property from another agency to DAL and assuring that this transferred property is accepted and entered in the LPAA system as DAL property. Assures that office equipment such as computers, copiers, fax machines, and recording equipment have adequate supplies and are repaired when necessary. Monitors and oversees DAL s central office supplies and insures that adequate office supplies are on hand and are distributed to employees. Payroll duties. Oversees internal administrative support functions such as DAL payroll. Purchasing and budgeting duties. Provides information to the Director for budget planning. Supervises manager who inventories office supplies and distributes supplies as needed. Makes recommendations and submits supply and acquisition requests to the Director for approval. Fleet Manager and Safety Coordinator duties. Supervises program manager who acts as DAL Fleet Manager and Safety Coordinator. 6