Administrative Program Specialist A (WAE)

State of Louisiana•Baton Rouge, LA

About The Position

The Division of Administration, Office of Risk Management, is seeking a part-time classified WAE Administrative Program Specialist A to support the statutory Medical Review Panel (MRP) operations. The position assists MRP team members with claim file maintenance, records retention management, mail operations, communications, and general office activities. The incumbent works under the direction and general supervision of the MRP Admin Program Director 1, who provides daily assignments and work priorities. The appointment is temporary in nature and may not exceed 1,245 hours in a 12-month period. The role requires organization, attention to detail, competent verbal and written communication, experience using Microsoft Office Excel, Word, and email applications, and the ability to work independently or as part of a team. The position also performs records-management and communications duties, composes internal and external correspondence, and helps ensure compliance with applicable state regulations.

Requirements

Three years of experience in administrative services; or six years of full-time work experience in any field; or a bachelor's degree.
Every 30 semester hours earned from an accredited college or university may substitute for one year of the six-year full-time work experience requirement, up to 120 semester hours or four years.
Experience using Microsoft Office Excel, Word, and email applications.
Competent verbal and written communication skills.
Ability to work independently and as part of a team.
Organization and attention to detail.

Responsibilities

Support the Director and team members with claim file maintenance and records retention compliance.
Organize paper records and coordinate preparation and creation of electronic records for new claim files and additions to open files.
Scan vital documents into the imaging system and prepare documents received or submitted through daily mail processes.
Update open files with panel formations, physician panelist substitutions, and court-ordered extensions according to office procedures and governing statutes.
Process files and records for retention as required by Louisiana Revised Statutes Title 44.
Process items that must be transferred to the Patient's Compensation Fund.
Prepare, scan, and store electronic claim files for closed historical files in accordance with the MRP records retention schedule.
Assist with in-house mail operations, including collecting incoming mail and handling outgoing mail and deliveries.
Date-stamp incoming mail and copy correspondence.
Verify counsel for health care providers qualified under the Patient's Compensation Fund for claims consolidated with the MRP office.
Verify counsel appointed to defend state-qualified health care defendants after filing fees are received; log information and draft official correspondence notifying parties of attorney enrollment and subsequent substitutions.
Draft correspondence for attorney chairperson appointments, rescindments, and replacements agreed to by all parties, as needed to support statutory timelines.
Draft preliminary notices following defendant dismissals and panel opinion filings, update files, and prepare files for closing.
Monitor and maintain paper supplies for the MRP office network copier, scanner, and printer.
Perform other general office activities and MRP special projects as assigned by the Director.
Perform records-management and communications duties, compose internal and external correspondence, advise higher-level management on situations as needed, and help ensure compliance with applicable state regulations.