What are the responsibilities and job description for the Legal Office Assistant (Non-Permanent) - HQ Production Center, Olympia position at State of Washington Office of Administrative...?
Description
Legal Office Assistant (Non-Permanent)
Office of Administrative Hearings
Office of Administrative Hearings
Headquarters Division
Olympia, WA
Olympia, WA
NOTE: This position is non-permanent and is expected to last approximately 12 months.
NOTE: This will be an in-office position, but some telework may be approved after a training period.
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 processing incoming and outgoing mail and portal documents, 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.
About the Agency:
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 Values:
This recruitment announcement may be used to fill multiple open positions for the same classification, in addition to the position listed in this announcement.
The Opportunity:
The Office of Administrative Hearings (OAH) is currently looking to fill a non-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 processing incoming and outgoing mail and portal documents, 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.
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 Values:
- 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.
This recruitment announcement may be used to fill multiple open positions for the same classification, in addition to the position listed in this announcement.
Duties
Process incoming hearing requests:
- Receive, review, 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.
- Ensure the correct information is included and that confidential information has been properly redacted.
- Upload orders to PRISM
- 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 mail to designated scan folder.
- Upload incoming and outgoing case documents accurately into PRISM.
- Update PRISM case notes to reflect receipt of documents and action taken.
- 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.
- Print files from daily PRINT folder using Impress software.
- Insert mail into envelopes using Quadient inserter. Ensure all mail is processed properly and each piece is accounted for in AIMS software.
- Process outgoing mail, ensuring that the mailing deadline is met.
- Pick up agency mail daily from the building mailroom, and ensure all outgoing mail is deposited each day in the 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.
Qualifications
Option 1: High School diploma or equivalent AND two (2) years of clerical experience, including a minimum of six (6) 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.
Additional Preferred/Desired Qualifications:
Demonstrated skills in keyboarding/typing, filing, proofreading, grammar, spelling, and use of office equipment.
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.
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.