Legal Office Assistant

Description

Legal Office AssistantOffice of Administrative Hearings
Spokane Valley Field Office
IMPORTANT NOTICE: Per Governor Inslee’s Proclamation 21-14, 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.
About the Agency:
The 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 275 employees, including 145 Administrative Law Judges who preside over administrative hearings involving unemployment insurance benefits, child support, food assistance, medical benefits, business and professional licensing, and more. 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 oah.wa.gov.

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 and respect; Performance excellence; Integrity.
Goals:

• 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.

OAH Offers:

• Exposure to a legal office setting.
• Work that is important and makes a difference.
• Growth opportunities and in-house training.
• Comprehensive benefits package.

Duties

The LOA position contributes to the mission of OAH by providing support services to the agency. This may include intake and file set-up, file assembly and maintenance, order formatting and development, mailing and publishing of decisions, transmittal and organization of records, and data entry. This position prioritizes workload and works with other OAH employees and internal/external customers to ensure the agency meets its mission and goals.
Duties include, but are not limited to:

Processing and publishing notices and orders

• Draft, process and publish notices received from Legal Assistants.
• Process and publish orders from ALJs.
• Ensure all documents are processed and published timely according to caseload specifications and utilizing proper forms and templates.
• Ensure all OAH-created outgoing documents are uploaded to PRISM.
• Review and manage the PRISM dashboard to ensure all 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.

Outgoing USPS mail and electronic delivery of notices and orders

• Bulk-print and mail out notices and orders for daily mailing; includes stuffing envelopes, applying postage, and depositing in the office building mail receptacle by designated mail time.
• Send secure email notices and orders daily to ESD departments and other entities as directed.
• 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 documents are directed to the correct parties with all the correct information.
• Ensure all outgoing documents include appropriate supplemental materials.

Process incoming USPS mail

• Retrieve mail from the building mailroom by designated arrival time.
• Open, date stamp, sort all mail between ESD and SHS.
• Scan ESD mail to a common scan folder for processing by the Legal Assistants.

Exhibiting

• Exhibit and upload documents from ESD accurately into PRISM.

Qualifications

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.

Supplemental 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.