Legal Assistant 2 (Non-Permanent)

Full Job Description

Requirements

• Process incoming requests for hearing, accurately inputting case and party information into the OAH case management system (PRISM).
• Schedule hearings and other case events, distributing cases evenly among ALJs and ensuring that hearing can be conducted and have decisions issued timely according to caseload requirements.
• Contact agency representatives and attorneys to determine availability and possible scheduling conflicts.
• Process exhibits timely according to caseload and agency requirements.
• Handle and process complex appeals, including analyzing information to determine the proper processes.
• Ensure each case party receives the necessary documents both prior and after their hearing.
• Plan, organize, and schedule workload, including assigning dockets to ALJs to ensure all deadlines are met.
• Make changes to scheduling and workflow processes in order to meet goals set by management.
• Coordinate coverage for ALJs when the assigned ALJ is unavailable.
• Provide postponement coordination for ALJs.

• Processes requests from participants, parties, and ALJs.
• Track and organize incoming documents, and exercise independent judgment in reading documents received to assess the next appropriate action to be taken.
• Ensure all case information is accurate in PRISM and in all case files, and make appropriate and accurate case notes in PRISM to reflect current case status and case documents.
• Interpret office rules, WACs and RCWs for the caseload ensuring that all processes are followed and deadlines are met.
• Maintain constant, clear, and open communication with agency representatives, parties, attorneys and ALJs regarding case-related issues and scheduling changes.
• Take appropriate case action when return mail is received.
• Ensure that case files are prepared and complete prior to the hearing, with enough time for the ALJ to prepare for the hearing.
• Archive case-related documents for back-up purposes.
• Assist Legal Assistant 3 (LA3) in maintaining desk manual for assigned caseloads so that manuals are easy for back-up staff to use when needed.
• Notify Office Manager of potential high-profile cases where media attention is a possibility.
• Provide electronic copy of hearing oral record upon request.
• Route all documents requiring ALJ attention to the appropriate ALJ.
• Refer all ALJ complaints and other miscellaneous documents requiring supervisory review to appropriate supervising ALJ or Division Chief.

• Generate notices of hearing and notices of pre-hearing conference for all parties, ensuring that all notices are served timely according to caseload and agency requirements.
• Proof orders for punctuation, dates, headers/footers, names, etc. tracking errors and proofing data for ALJs.
• Provide back-up to Legal Office Assistants (LOAs) when needed to process outgoing notices, as well as publish initial decisions, defaults, dismissals, subpoenas, postponements, and other case-related documents.

• Ensure the hearing calendars are up-to-date and accurate.
• Create dockets and maintain dockets when scheduling changes occur.
• Monitor case deadlines and utilize PRISM dashboard for tracking case status.
• Schedule conference rooms and other locations for in-person hearings.
• Monitor leave calendars for ALJ availability.

• Coordinate in-person hearings when needed.
• Arrange and manage interpreters, court reporters, or note-takers as needed for hearing following guidelines put forth by OAH Headquarters.
• Complete interpreter surveys following requests for service.
• Coordinate ADA accommodation requests with the agency ADA Coordinator.
• Ensure that all interpreter, court reporter, and note-taker information is accurately entered and updated in PRISM.
• When needed, work with the LA3 or Office Manager to set up safety and/or accessibility to OAH facilities.

Qualifications

• Option 1: A high school diploma or equivalent AND two (2) years of experience in a legal environment supporting an attorney, Administrative Law Judge, Industrial Insurance Appeals Judge, review judge, or equivalent.
• Option 2: One (1) year of experience as a Legal Assistant 1 for the State of Washington.
• Option 3: A two-year degree in Legal Secretary Studies, Paralegal Studies or related field AND one (1) year of legal office experience.
• Option 4: A combination of four (4) years of college education and/or relevant experience.

• Demonstrated skills in keyboarding/typing, filing, proofreading, grammar, spelling, and use of office equipment.
• Familiarity with the Revised Code of Washington (RCW), Washington Administrative Code (WAC), the Administrative Procedures Act (APA), and knowledge of citations, case type regulations and procedures, and various legal form requirements.

• Take action to learn and grow: Curious about self and others. Takes responsibility for knowing own strengths and weaknesses. Uses their learning to make government programs and processes more efficient and effective to serve all of Washington.
• Take action to meet the needs of others: Flexible, adaptable, and customer service focused. Willing and able to empathetically respond to the unique needs of the people they work with and serve.

Accountability and dependability: Accepts personal responsibility for quality work and actions. Meets productivity standards and timeliness standards.

Produces accurate and timely work with minimal supervision. Uses professional judgment to balance quality of work with ability to meet timeliness standards.

Informs supervisor or appropriate others of problems, identifies issues and offers solutions. Gives and accepts constructive feedback.

Focuses on the situation, issue, or behavior rather than the person. Punctual and regular work attendance with minimal unplanned/unauthorized absences.

Attention to detail: Diligently attends to details and pursues quality in accomplishing tasks. Performs tasks with care; is thorough. Makes few errors. Checks work to ensure accuracy and completeness.

Compares observations or finished work to what is expected to find inconsistencies. Remains aware and takes care of details that are easy to overlook or dismiss as insignificant.

Communication effectiveness: Effectively receives and conveys ideas and information both verbally and in writing, and exhibits active listening skills.

Participates in meetings in an active, cooperative, and courteous manner. Uses “plain talk” both orally and in writing. Responds timely to email, phone messages, mail, and faxes.

Composes clear, straightforward, and technically correct documents. Chooses the most effective and meaningful written form to express information.

States information as simply as possible and organizes information logically. Proofreads and edits according to accepted rules of English language. Writes effectively for the intended audience.

Ethics and integrity: Earns others’ trust and respect by demonstrating consistent honesty, forthrightness and professionalism in all interactions. Protects privileged and confidential information.

Uses work time, equipment, and resources efficiently and effectively. Follows policies, rules and procedures.

Avoids situations and actions considered inappropriate or which present a conflict of interest. Tells the truth and is honest in all dealings. Follows through on commitments.

Relationship and team building: Builds constructive working relationships that reflect acceptance, cooperation, and mutual regard.

Earns the trust, respect and confidence of co-workers and customers through consistent respectful, professional, transparent interactions.

Promotes cooperation and commitment within a team to achieve goals. Maintains an open, approachable manner, and treats others fairly and respectfully.

Preserves others’ self-confidence and dignity, and shows regard for their opinions and perspectives. Sees the value of cultural, ethnic, gender and other individual differences in people.

Seeks to resolve disagreements constructively and avoids engaging in gossip and rumors.

Self-awareness and commitment to growth: Understands own personal identity and cultural background. Realizes all lived experience are not the same. Explores and identifies own biases.

Understands how own values and biases impact communication, working relationships, and communities served. Examines own perspectives as they relate to own personal and professional growth goals.

• Active Listening Skills: Effectively listens, asks questions, and confirms understanding when receiving information. Listens and responds with empathy.
• Customer Focus: Builds and maintains internal and external customer satisfaction with the products and services offered by the organization. Provides products and services that consistently meet the needs and expectations of customers.
• Decision Making and Judgment: Makes timely, logical decisions. Evaluates relevant information to make decisions and solve problems. Prioritizes casework, assignments and projects to meet OAH standards. Pursues economy and efficiency in the use of resources.
• Initiative: Demonstrate a willingness to take on responsibilities and challenges. Able to determine and act upon the appropriate course of action in supervisor’s absence, demonstrate good judgment, and work independently in a complex environment, and as a team member.

Interpersonal Skills: Ability to develop, maintain, and strengthen partnership and work cooperatively with others, inside or outside the organization, who can provide information assistance and support.

Build constructive working relationships characterized by a high level of acceptance, cooperation, and mutual regard. Adapts to and works effectively with a variety of situations and people.

Knowledge Retention: Ability to learn and retain new or changing information and processes regarding caseloads, office procedures, and policies.

Take initiative to use personalized methods based on own learning style to learn and retain information that has been presented.

Ability to learn, retain and apply WACs, RCWs, and other rules to OAH procedures and processes.

Legal Terminology and Citations: Demonstrate an ability to recognize the specialized vocabulary of the legal profession, and ability to apply and use, and comprehend legal technical terms in reading and writing or producing legal documents.

Understanding of the Administrative Procedures Act (APA), Washington Administrative Code (WAC), Revised Code of Washington (RCW), procedures and requirements.

Ability to accurately and timely apply APA rules and procedures for processing applicable to the court, board, or commission in which documents are to be filed.

Ability to check all citations for proper format with appropriate legal reference material from law library or other online resources.

Organizational Skills and Records Management: Ability to collect, organize, store, maintain, and retrieve accurate records, documents and information.

Maintain files to ensure smooth, efficient operation and knowledge of work product. Attention to detail in coordinating and scheduling events related to office operations or scheduling of hearings

• Prioritization: The ability to effectively organize multiple assignments of a complex nature or involving competing priorities to produce work products that are accurate, thorough, and timely.

Proofreading: Read with comprehension drafted, original, or other written materials and documents that may include citations, rules and regulations, and make corrections to effectively resolve problems or inaccuracies in punctuation, spelling, and grammar or omitted language.

Ability to accurately discern intended context of main ideas or essential message of document content.

• Regular and Reliable Attendance: Has minimal unplanned, unnecessary absences, has reliable attendance, and gets the job done.

Tact and Diplomacy: Responds to difficult, stressful or sensitive interpersonal situations in ways that reduce or minimize potential conflict and maintains good working relationships among internal and external customers.

Tactfully presents information in an objective and neutral manner. Remains calm, patient and with self-control when responding to resistance or conflict.

Seeks to learn and demonstrates respect for other perspectives. Keeps conversations positive, focusing on options, benefits, and sources of assistance.

Technology Skills: Ability to use computer and case management system to effectively process assigned cases. Ability to independently produce electronic legal documents.

Ability to use email, telephone, and conference call systems to communicate with others.

Proficiently uses personal computers and Microsoft Applications such as Word, Excel, Outlook email and calendar, and PowerPoint to produce timely and accurate work products that fully satisfy the demands of the assignment.

Accurately enters data into a computer in a prompt and timely manner. FOR ALJS: Ability to make a complete hearing record with recording software and devices.

Workload Management: Accurately, effectively and independently handles workload assigned. Engages in timely and effective problem solving.

Effectively plans and organizes multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough, and on time.

Manages one's time and resources effectively. Sets high standards of performance for self and others. Assumes responsibility and accountability for successful completion of assignments or tasks.

Self-imposes standards of excellence rather than having standards imposed. Consistently produces accurate work within assigned timelines.

Additional Information

How to apply:
To begin the online application process, click the green "Apply" button on this announcement at careers.wa.gov or governmentjobs.com. To be considered for this position, you must include the following information in your online application and complete the supplemental questionnaire. Application materials must clearly show how you meet the qualifications for the position in order to be considered.

Application must include:

• A letter of interest describing what interests you in this position and what makes you a viable and competitive candidate.
• A resume highlighting relevant experience AND a completed online application profile that includes education and employment history.

A minimum of three professional references with your application, including at least one supervisor.A professional reference is defined as an individual who has either been paid to supervise your work or worked directly with you and can attest to your work performance, technical skills, and job competencies.

If your references do not meet these criteria, please include non-related professionals, such as educators or other professional associates.

OAH is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity diversity, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email us at OAHHR@oah.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.