Administrative Assistant

Full Job Description

Position: Administrative Assistant

Agency: Washington State Office of Civil Legal Aid

Job Type: Permanent Full-Time

Salary: $51,000 - $56,000 (DOE)

Location: Washington State (location flexible; hybrid/remote work arrangements available)

Open: February 26, 2026

Close: March 15, 2026.

This is primarily a hybrid/remote position that requires occasional travel in Washington State for meetings, events, and onsite work.

INTRODUCTION

Agency

The Office of Civil Legal Aid (OCLA) is an independent judicial branch state agency, created with the understanding that the provision of legal aid services to indigent persons is an important component of the state’s responsibility to provide for the proper and effective administration of justice.

The mission of the Office of Civil Legal Aid is to secure, invest and oversee the use of public funding for civil legal aid to low-income people in Washington State and to ensure accountability for public funds dedicated to the purpose.

Since 2005, OCLA has administered and overseen general civil legal aid in Washington.

Today the agency also supports numerous other programs including, but not limited to, legal aid to victims of crime and domestic violence, children in foster care, kinship caregivers, indigent tenants facing eviction, and individuals reentering society following completion of their terms of incarceration.

Find out more about OCLA here >>

Program

This position supports a broad portfolio of programs including general legal aid offered by statewide partners, representation for residents facing discharge from long-term care, and legal services for survivors of crime.

OCLA does not directly provide services. Instead, OCLA contracts with civil legal aid providers who provide services to eligible, impacted individuals.

OCLA ensures the contractors are accountable to high standards of practice, data reporting, and engagement with disproportionately impacted communities.

Requirements

This position works collaboratively with others in OCLA to support program functions and contracted service providers. Duties include:

• Receive, review, and process contractor invoices for compliance with policies and procedures, verify payment accuracy, obtain required approvals, and submit for final approval.
• Data entry, including recording financial transactions, inputting case count data, and documenting activities.
• Support of program leads with monitoring contract compliance, including reviewing deliverables and following up on reporting requirements
• Maintain and use internal systems, tools, and templates to support efficient contract management, incorporating technology solutions as appropriate in consultation with the Director.
• Draft and manage administrative communications and records, serving as the primary point of contact for external contractors and resolving administrative inquiries as needed.
• Coordinate timelines, track tasks, and provide administrative support for assigned projects, including event and training coordination as needed.
• Preliminary data organization and analysis.
• Manage digital file storage and organization.
• Conduct copy editing for program staff as needed.
• Participation in OCLA’s Race Equity and Justice Statement of Purpose.
• Working effectively as a critical member of a small team of professionals in a highly mission-driven environment.
• Other tasks as assigned.

This position serves as a backup to others within the agency and may complete other duties as assigned to support the portfolio team and OCLA.

Qualifications

Required Qualifications

• Experience working in the Microsoft 365 suite (Word, Excel, PowerPoint, and Teams) and demonstrated proficiency in Word, Excel, and Teams.
• Experience with data collection, entry, and reporting using Excel, case management, and/or other relevant systems.
• Exceptional administrative support skills including experience with document drafting and review.
• Outstanding interpersonal communication skills, including the ability to communicate effectively verbally and in writing, both in person and virtually.
• Ability to prioritize and manage a wide spectrum of tasks, handle short deadlines, work independently, and adapt as new and changing demands require.
• Ability to exercise independent judgment to manage tasks, identify issues, and develop effective solutions in a fast-paced, evolving environment.

Desired Qualifications

• Experience in contract management including reviewing and processing invoices, tracking payments, monitoring contract compliance, and data collection and reporting.
• Familiarity with legal systems or related social services.
• Experience working within a remote environment.
• Experience working with diverse populations including racial, ethnic, linguistic, LGBTQIA2S+, disability, immigrant, and houseless communities.
• A strong desire to learn and grow personally and professionally.

Additional Information

Applications for this recruitment will only be accepted electronically. Click the green “Apply” button in the upper right-hand corner to get started.

To be considered for this position you must include the following with your online application:

• Resume
• Cover letter which addresses qualifications as listed above
• A list of three (3) professional references