Job title: Legal Office Assistant
Company: Washington State
Job description: Description
Legal Office Assistant
Office of Administrative Hearings
Child & Family Care Division
Spokane Valley, WA
IMPORTANT NOTICE: Per Governor Inslee’s , state employees must be fully vaccinated against COVID-19. If you are offered this position, your vaccine status will be verified by Human Resources prior to determining a start date.
NOTE: The essential functions of this position require full-time in-office work. This is NOT a telework position.
he 1981 Legislature created the Office of Administrative Hearings (OAH) to offer Washingtonians an independent, fair and neutral forum to hold administrative hearings on disputed matters referred by state and local government agencies. Operating out of field offices in Olympia, Tacoma, Seattle, and Spokane Valley there are currently 265 employees, including 135 administrative law judges (ALJs) who preside over administrative hearings involving unemployment insurance benefits, child support, food assistance, medical benefits, business and professional licensing, and more. OAH employees also include legal professional support staff and administrative staff. OAH has five divisions (including Headquarters), with four caseload divisions: Child & Family Care, Public Assistance & Health, Regulatory & Education, and Unemployment Insurance.
OAH conducts hearings for more than 30 agencies and 160 programs. Our referring agencies include the Employment Security Department (ESD), Department of Social and Health Services (DSHS), Department of Children, Youth, and Families (DCYF), Health Care Authority (HCA), Liquor and Cannabis Board (LCB), Department of Financial Institutions (DFI), the Office of the Superintendent of Public Instruction (OSPI), and others.
For more information about OAH, please visit our website at .
You can also review OAH’s first ever !
Mission: To hear and independently resolve disputes between the public and state agencies with an impartial, quick, and easy to access process.
Vision: All people of Washington can meaningfully participate in their hearing and understand the result.
Values: Fairness and independence; Diversity, equity, inclusion & respect; Performance excellence; Integrity.
Performance Excellence: We deliver high quality, timely work.
Convenience & Accessibility: We make it easy for people to do business with us.
Diversity, Equity, Inclusion & Respect: We promote diversity, equity, inclusion, and respect.
Good Stewards: We are efficient, effective, and accountable.
Exposure to a legal office setting.
Work that is important and makes a difference.
Growth opportunities and in-house training..
Comprehensive benefits package.
This Legal Office Assistant position will work on a complex Social & Health Services caseload within the Child & Family Care Division, including Division of Child Support, Health Care Authority, Public Assistance, Department of Children Youth & Families, and Licensing cases. Duties include, but are not limited to:
Process incoming hearing requests
- Receive and process incoming hearing requests, ensuring all requests are processed timely according to caseload specifications.
- Ensure that all participant and department information is entered correctly into the Case Management System based on the information provided on the hearing request.
- Proof all information on the request for hearing to ensure that information was entered correctly.
- Read through all new requests for hearing and select the appropriate caseload and case type and note it on the request for hearing.
- Determine the appropriate docket and Agency Representative to which each case should be assigned by referencing the Appellant’s address and issue for hearing.
Process dismissals and short orders
- Process dismissals and publish short orders, ensuring all dismissals and short orders are processed and published timely according to caseload specifications.
- Process and draft all short orders
- Ensure the correct dismissal forms are being used.
- Review and manage the PRISM dashboard to ensure all dismissals and orders have been published and mailed.
- Ensure that the case management system reflects the current status of the case, and close out cases when complete.
Process incoming / outgoing mail, faxes and portal documents
- Monitor mail, inboxes, faxes, and portals for incoming documents, ensuring that all incoming documents are accurately date-stamped.
- Process incoming documents.
- Scan all case file documents and upload them accurately into PRISM.
- Update PRISM case notes to reflect receipt of documents.
- Triage incoming documents that may require immediate action, and alert the LA2 and ALJ assigned to the case when necessary.
- Route documents to the appropriate team member for handling if action is needed.
- Process outgoing documents.
- Process outgoing mail, ensuring that the mailing deadline is met.
- Ensure all OAH-created outgoing documents are uploaded to PRISM.
- Perform quality checks on all outgoing documents to ensure orders are signed, dated, and include the correct mailing date.
- Ensure that outgoing mail is directed to the correct parties with all the correct information and that confidential information has been properly redacted.
- Ensure all outgoing mail includes appropriate supplemental materials.
- Process portal documents.
- Upload case-related documents (both incoming and OAH-created) accurately in PRISM.
- Pick up agency mail daily from the building mailroom, and ensure all outgoing mail is deposited each day in mail drop area prior to final pick-up daily.
File / records management and transmittal
- Set up, manage, maintain, and close out case files according to agency procedures.
- Create and maintain transmittal logs.
- Organize and send all closed files to be processed for transmittal to the appropriate archiving agency.
- Upload case-related documents to designated Secure Files for agency representatives and parties.
- Review and manage the PRISM dashboard regularly.
Customer service, reception, and phone coverage
- Address caseload issues and handle caseload requests and inquiries from the Call Center, ALJs, and parties.
- Provide back-up phone coverage for the Call Center as needed.
- Receive and respond to phone and visitor inquiries to resolve issues and/or relay information.
- Provide front desk and/or reception coverage as needed, including assigning and tracking badges for parties, vendors and other visitors and preparing conference/hearing rooms.
- Screen Participants.
Option 1: High School diploma or equivalent AND two (2) years of clerical experience, including a minimum of six months of experience in a legal or professional office environment (legal office, medical office, court clerk, bank or accounting firm).
Option 2: One (1) year of legal office experience.
Option 3: A combination of two (2) years of college education and/or relevant experience.
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 . For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
Expected salary: $33924 – 43800 per year
Location: Valley, WA – Spokane County, WA
Job date: Sat, 10 Sep 2022 06:50:28 GMT
Apply for the job now!