Legal Assistant 3 (LA3/DLS)

Description

Legal Assistant 3 (LA3/DLS)

71064174

As part of the intake team, this position receives incoming appeals and cases and serves as a subject matter expert for the Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) caseload in support of paralegals, presiding officers, and reviewing officers. The ideal candidate will be a self-starter who is motivated to learn, support their team, and provide back-up to their manager. HCA has positions at every level of the legal paraprofessional series, so this is a great opportunity to build a legal career with an agency doing important work on behalf of Washingtonians.

All HCA employees will apply an equity lens to their work, which may include but is not limited to all analyses of core business and processes.

About the unit:

Within the Division of Legal Services, the Office of Legal Affairs (OLA) is staffed by highly trained staff attorneys and professional employees who provide legal, administrative, and policy support to the Health Care Authority’s (HCA) various programs and may represent the agency in administrative hearings or brief adjudicative proceedings under the state’s Administrative Procedures Act.

About the position:

This Legal Assistant 3 supports DLS by providing legal support services to HCA’s adjudicative proceeding processes for the SEBB/PEBB/MDTE Programs. This position reports to the OLA Legal Administrative Manager but may take direction and assignments from the Paralegal 3, PEBB/SEBB Supervising Staff Attorney, and other Supervising Staff Attorneys within the OLA.

The Legal Assistant 3 comes in contact with many forms of confidential information, including, but not limited to, personnel information, investigations, lawsuits, public disclosure requests, and management strategies under discussion. Additionally, this position will review legal notices to ensure timely processing and accurate data entry into tracking systems, prepare hearing files, perform records management, and administrative support to the staff within OLA, including the staff attorneys and paralegals.

This position is eligible to telework but is also required to report on-site two days per week to meet business need. The default assigned work location of all Health Care Authority (HCA) positions – both on-site and telework eligible positions – is within the State of Washington. Frequency of onsite work will vary based on business and operational needs. HCA may choose, but is not required, to support out-of-state telework on a case-by-case basis.

Duties

Some of what you will do:

Prepares hearings files and pleadings, primarily supporting the PEBB/SEBB caseload

• Sets up, maintains, and closes electronic case files, including new appeals, appeals on review or reconsideration, formal hearings, and judicial review files.
• Enters and maintains data in the related appeals database, paying close attention to details and compliance with WAC timeliness requirements.
• Gathers appropriate appeal-related documents including, but not limited to, the underlying decision, relevant PAY1 screens, and documents submitted by appellant.
• Inputs case milestone notes according to office protocols.
• Prepares and routes review or reconsideration appeals to paralegals and Board of Appeals according to office protocols.
• Prepares letters, case checklists, pleadings, notices and other case appropriate documents.

Provides support to the Office of Legal Affairs (OLA)

• Demonstrates mastery of maintaining confidences and confidential information.
• Demonstrates an understanding of the appeals processes.
• Uses customer service techniques to assist parties needing assistance.
• Provides general clerical and administrative support to unit supervisors or attorneys within OLA.
• Receives and reads incoming electronic and paper mail, including pleadings, court orders and appellant legal documents.
• Processes and serves letters and legal documents including, but not limited to, pleadings, notices, and orders on appellants and other parties by email and Consolidated Mail Services.
• Effectively communicates with the Board of Appeals, HCA Staff, client agencies, appellants, the public, and other interested parties regarding cases, trials, and hearings.

Provides back-up support to Legal Assistant 2, Legal Assistant 1, and occasional back-up support to the Legal Administrative Manager.

Qualifications

Required qualifications:

Qualifying candidates will satisfy one of the following criteria options:

Option 1:

• High School diploma or equivalent and
• Four (4) years of experience in a legal environment in support of an attorney, administrative law judge(s), industrial insurance appeals judge(s), review judge(s), or equivalent

Option 2:

• One year as a Legal Assistant 2

Option 3:

• A two-year degree in legal studies, paralegal studies, or related field and
• Two (2) years of legal office experience

Option 4:

• A combination of five (5) years of college education and/or relevant legal office experience.

Note: Candidates may be required to demonstrate skills in keyboarding, filing, proofreading, grammar, spelling, and use of office equipment through agency specific skills testing.

Preferred qualifications:

• Two years of legal office experience.
• Professional experience using Adobe to edit, create, and redact documents.
• Advanced knowledge of Microsoft Office Suite (including Word, Visio, Access, Power Point, and Excel).
• Experience using case management systems and information databases.
• Experience managing records according to a record retention schedule.
• Knowledge of:
  • legal terminology;
  • local, state, and federal courts, boards, and commissions rules and their application;
  • court procedures;
  • legal forms and documents and their processing;
  • resources for checking legal citations;
  • current legal office practices, methods, and procedures;
  • law office communication;
  • correct punctuation, spelling, grammar, and vocabulary skills in compliance with standard law office practice, database/index systems, and discovery procedures.
• Ability to:
  • type accurately;
  • use case management systems;
  • proofread for accuracy and content;
  • understand and follow written and oral instructions;
  • understand and apply procedures, policies, and guidelines;
  • prepare legal pleadings;
  • analyze situations accurately and take effective action;
  • learn and adapt to changing business needs;
  • use good judgement in evaluating situations and making decisions;
  • demonstrate reliability;
  • establish and maintain professional and respectful work relationships with co-workers, clients, and the general public;
  • maintain confidentiality;
  • exhibit good oral and written communication and demonstrate professionalism at all times.

How to apply:

Only candidates who reflect the minimum qualifications on their NEOGOV profile will be considered. Failure to follow the application instructions below may lead to disqualification. To apply for this position, you will need to complete your profile which includes three professional references and attach:

• A cover letter that specifically addresses how you meet the qualifications for this position
• Current resume

To take advantage of veteran preference, please do the following:

• Attach a copy of your DD214 (Member 4 long-form copy), NGB 22, or USDVA signed verification of service letter.
• Please black out any PII (personally identifiable information) data such as social security numbers. Include your name as it appears on your application in careers.wa.gov.

Supplemental Information

About HCA:

Functioning as both the state's largest health care purchaser and its behavioral health authority, the Washington State Health Care Authority (HCA) is a leader in ensuring Washington residents have the opportunity to be as healthy as possible.

There are three pillars of our work: Apple Health (Medicaid); the Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs; and behavioral health and recovery. Under these pillars, HCA purchases health care, including behavioral health treatment for more than 2.7 million Washington residents and provides behavioral health prevention, crisis, and recovery supports to all Washington residents.

What we have to offer:

• Meaningful work with friendly co-workers who care about those we serve Voices of HCA
• A clear agency mission that drives our work and is person-centered HCA's Mission, Vision & Values
• A healthy work/life balance, including alternative/flexible schedules and mobile work options.
• A great total compensation and benefit package WA State Government Benefits
• A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
• Tuition reimbursement
• And free parking!

Notes:

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment.

HCA is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. HCA has five employee resource groups (ERGs). ERGs are voluntary, employee-led groups whose aim is to foster a diverse, inclusive workplace aligned with HCA’s mission. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Studies have shown women, racial and ethnic minorities, and persons of disability are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. Persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are also encouraged to apply. If you have any questions about the required qualifications or how your experience relates to them, please contact us at HCAjobs@hca.wa.gov. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Jake Nelko at jake.nelko@hca.wa.gov or 360.725.0945.

The Washington State Health Care Authority (HCA) is an E-Verify employer. All applicants with a legal right to work in the United States are encouraged to apply.

E-Verify® is a registered trademark of the U.S. Department of Homeland Security.

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More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022