Office Assistant 2

Description

Schedule: 8AM-5PM, Monday-Friday. This is an in-office position that will be responsible for opening and closing the office daily.

What you will be doing:
The Board of Tax Appeals (BTA) receives between 1500 and 2000 new case filings a year, with approximately 2700 active cases in house at any one time. You will be responsible for reviewing all appeals for compliance with statutes, rules, and jurisdiction while following established guidelines, procedures, and deadlines for processing appeals.

Who we are:
The Washington State Legislature created the Board of Tax Appeals in 1967 as an independent state agency. It is not part of, or associated with, any other state or county agency.

The Board maintains public confidence in the state tax system by providing taxpayers and taxing authorities with an accessible, fair, and efficient process for resolving appeals.

The Board issues comprehensive written decisions based upon generally accepted appraisal practices, Washington statutes and the state constitution, case law, and Board precedents, and is committed to fairly and impartially resolving all appeals brought before it.

Duties

Some of what you will be doing includes:
Monitor, coordinate, and track appeals received through the office and e-file system

• Evaluate submissions for completeness
• Make requests as needed to parties for additional materials; updates and handles all appeal acknowledgement templates
• Handle case submission records, including reviewing and uploading submissions into our case management system
• Respond to public inquiries on agency procedures and rules
• Data entry and navigate legal databases by processing appeals

Examines new appeals to determine jurisdiction

• Review county Board of Equalization or Department of Revenue’s order/decision for compliance with applicable statutes and rules to ensure jurisdiction
• Review all incoming documents for timelines

Performing data entry and navigating case management system

• Create and maintain legal files, both hard copy and electronically
• Review and identify relevant information for docketing, coordinating, and scheduling

Support the work of Hearing Officers

• Obtain all necessary case materials
• Communicate with parties or other agencies to coordinate briefings or other filed materials
• Assist with recordings, copies, witness rotations, or other hearing needs
• Confirm parties’ attendance or case withdrawals

Performs administrative tasks

• Proofread and edit legal documents for content and grammar
• Provide secretarial support for Hearing Officers and Executive Director
• Provide support for office assistant to answer telephones and in-person inquiries
• Review incoming requests for actions needed
• Work in small units to complete special projects
• Deal tactfully with difficult parties
• Processes and files all incoming mail for agency

Qualifications

REQUIRED:
High School diploma or equivalent
AND
Three years of clerical experience

OR

A two-year degree in Legal Secretary Studies, Paralegal Studies or related field
AND
One year of legal office experience

AND

• Proficiency in MS Office Suite (Outlook, Word, Excel, and PowerPoint)
• Professionalism and punctuality
• Demonstrates reliability and the desire to learn new skills
• Effective written and verbal communication skills
• Ability to work independently
• Ability to manage multiple priorities
• Self-awareness and commitment to diversity, equity, and inclusion

PREFERRED:

• Knowledge of state tax appeals system and the Administrative Procedures Act
• Knowledge of legal documents, terminology, and court filing procedures
• Experience in identifying and implementing process improvements or applying lean principles
• Ability to type 65 WPM

Supplemental Information

Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting;
• A current resume, detailing experience, and education; and
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. A resume will not substitute for completing the “duties summary” section of the application. Please do not refer to resume for detail, or your application may be disqualified.

Opportunity for All:
The Board of Tax Appeals celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Contact Information:
Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at (360) 407-8446 or email jobs@des.wa.gov.