What are the responsibilities and job description for the Legal Office Assistant (HQ Production Center) position at State of Washington?
Legal Office Assistant
Office of Administrative Hearings
Office of Administrative Hearings
Headquarters Division
Olympia, WA
Olympia, WA
Note: This will be an in-office position, but some telework may be approved on an ad-hoc basis after a training period.
OAH Offers:
The Opportunity:
The Office of Administrative Hearings (OAH) is currently looking to fill a permanent Legal Office Assistant (LOA) position in the Production Center for our Headquarters division. This position is located in our Olympia office.
The LOA position is critical to the successful completion of the OAH mission and contributes to the mission by providing support services to the agency. This may include case intake and set-up, the creation and publication of notices of hearing, publication of orders and other case related documents, proofreading, electronic file maintenance, processing of additional supplemental electronic or hard copy case documents, and transmittal of records.
OAH Values:
About the Agency:
The 1981 Legislature created the 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 235 employees, including 120 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 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.
OAH Mission: To hear and independently resolve disputes between the public and state agencies with an impartial, quick, and easy to access process.
OAH Vision: All people of Washington can meaningfully participate in their hearing and understand the result.
OAH Vision: All people of Washington can meaningfully participate in their hearing and understand the result.
- Fairness and independence
- Diversity, equity, inclusion and respect
- Performance excellence
- Integrity
OAH 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:
- Work that is important and makes a difference.
- In-house training and professional development opportunities.
- Healthy work/life balance.
- Comprehensive benefits package.
- Receive and process new hearing requests according to agency timelines and caseload specifications.
- Create new cases in the case management system (PRISM).
- Process and publish dismissals and short orders according to agency timelines and caseload specifications.
- Review and manage the PRISM dashboard to ensure all dismissals and orders have been published and mailed.
- Ensure that PRISM reflects the current status of the case, and close out cases when complete.
- Monitor mail, secure email inboxes, faxes, and portals for incoming documents, ensuring that all incoming documents are accurately date-stamped.
- Scan incoming 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 assigned Legal Assistant and ALJ when necessary.
- Route documents to the appropriate team member if action is needed.
- 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.
- Process portal documents.
- 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.
Provide back-up coverage for other support team members and for the OAH Customer Service Center as needed.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 (e.g., 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.
Preferred/Desired Qualifications:
Demonstrated skills in keyboarding/typing, filing, proofreading, grammar, spelling, and use of office equipment.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.
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.
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