Legal Assistant 3 (Non-Permanent), Public Assistance & Health- Internal Only

Full Job Description

Requirements

• Provide senior-level legal support to the LAM, ALJs, and caseloads as assigned.
  • Compose, prepare, and proofread legal documents for assigned caseloads.
  • Serve as a subject matter expert for assigned caseloads.
  • Regularly review processes and make recommendations for updates to ensure compliance with RCWs, WACs, agency policies, and referring agency agreements.
  • Draft and prepare legal documents and correspondence on behalf of ALJs, including, but not limited to, modifying or adding language to templates as directed, checking citations, and proofreading and editing for content and consistency.
  • Coordinate interpreter services, process requests for reasonable accommodations, and work with LAM to arrange for safety and/or accessibility to OAH facilities.
  • Prepare and/or maintain weekly calendar docket.
  • Update office scheduling matrix and desk manuals for assigned caseloads.
  • Assign dockets to ALJs as directed by the supervising ALJs and distribute finalized calendar to the team.
  • Coordinate Mediation docket, working with support staff and Senior ALJs.
  • Maintain agency contacts lists for each caseload.
  • Track and follow up on submission of document orders.
• Case Management System quality assurance coordination.
  • Assist support staff team members in understanding and following standard operating procedures and work processes from the appeal intake and setup to the production of ALJs final orders and closing and transmitting files.
  • Ensure that the completion of business process workflows support accurate collection of data, and address concerns about identified patterns or issues with supervisor.
  • Monitor PRISM dashboard for actions that are overdue, and review dashboard for accuracy and consistency to identify problems.
  • Assist the internal compliance auditor in policy audits by providing information and/or contacts related to surveys, focus groups, data analysis, and in person reviews.
  • Respond to inquiries from OAH Internal Compliance Auditor regarding compliance with standard operating procedures and case management system requirements for assigned caseloads.
  • Respond to recommendations regarding process improvements identified in Auditor's reports on outcome of review provided to Chief ALJ and Risk Manager.
• Provide training, coaching, and mentorship to legal support staff team.
  • Assist with training support team members on changes in agency, division, and caseload processes and help team navigate through these changes.
  • Coordinate and carry out training for new team members.
  • Assist supervisor with developing training plans.
  • Provide mentorship and support for team members, answer questions, and assist with challenging, complex, or novel tasks.
• Perform basic legal research and assist in high-profile and/or complex hearings as assigned.
• Provide back-up coverage for support staff.

Qualifications

• Option 1: High school diploma or equivalent and four years of experience in a legal environment in support of an attorney, administrative law judge(s), industrial insurance appeals judge(s), review judge(s) or equivalent.
• Option 2: One year as a Legal Assistant 2.
• Option 3: A two-year degree in Legal Secretary Studies, Paralegal Studies or related field plus two years of legal office experience.
• Option 4: A combination of five years of college education and/or relevant experience.

• Preference may be given to candidates with experience providing legal support on the SHS caseload at OAH.

• 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.

Analytical Skills: Identifies key facts in a range of data. Notices when data appear wrong, incomplete or need verification. Distinguishes information that is not pertinent to a decision or solution.

Determines appropriate actions or responses to information based on clear guidelines, procedures, or requirements.

• 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.

Foster Collaboration: Participate in, lead, and support the team. Build trusting, cooperative relationships and meaningful connections with supervisor and coworkers.

Seek to learn and understand rather than to be a “knower.” Effectively collaborates with supervisor and appropriate others to assess needs, identify objectives, and prioritize actions to achieve team and agency goals.

Provide input and encourage the input of others on the team. Support decisions once a decision is made. Shares pertinent information and keeps others informed of changes.

Accepts and quickly implements changes to workload according to the needs of the team.

• 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.

Model the Way: Earns the trust, respect and confidence of supervisor, coworkers and customers through consistent honesty, authenticity, transparency and professionalism.

Models exemplary employee behavior and leads by example. Follows through on promises and commitments. Leads with humility and respect. Provides support without removing responsibility.

Committed to being self-aware and adaptive, and brings authentic best self to work.

Openly receives and explores feedback about own performance, using feedback to improve knowledge, skills, behavior and impact on others.

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.
• Regular and Reliable Attendance: Has minimal unplanned, unnecessary absences, has reliable attendance, and gets the job done.
• Stress Tolerance: Ability to effectively manage stressful or adverse situations by making good decisions, working calmly and helping calm others; and demonstrate tact and diplomacy throughout interactions. Able to deal with highly stressful situations and emotional parties.

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.

Writing Skills: Compose 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 information to improve its clarity, organization, content, etc., according to accepted rules of the English language.

Writes at different reading and educational levels by altering words, length of sentences and depth of explanation.

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.