Legal Assistant 1 (LA1/DLS)
State of Washington · Olympia, WA
Job description(tap to read)
Legal Assistant 1 (LA1/DLS) This job is a strong opportunity for someone looking to launch or build a career in the legal field, public service, or healthcare administration. Working closely with paralegals and Legal Services Advisors (attorneys) provides direct mentorship and networking. It positions you perfectly to eventually promote into higher-level roles. 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. The Division of Legal Services (DLS) provides support to the entire agency to mitigate risks, comply with changing laws, and assist the agency in accomplishing its strategic and tactical goals. The Office of Legal Affairs (OLA) is comprised of legal services advisors (attorneys), paralegal staff, and other professional hearings staff that represent HCA in administrative hearings and brief adjudicative proceedings, in addition to providing legal service support to HCA programs and staff. This position reports to the Legal Administrative Manager but may take direction and assignments from other OLA managers and legal services advisors. The Legal Assistant 1 encounters many forms of confidential information, including, but not limited to: client information, lawsuits, public disclosure requests and management strategies under discussion. Additionally, this position performs paralegal support and computer duties as outlined below. This position will review legal notices to ensure timely processing and accurate data entry into tracking systems, prepare hearing files, perform records management, provide customer service to callers, and provide administrative support to the staff within OLA, including the legal services advisors and paralegals. This position is eligible to telework but is required to report onsite 2-3 days per week. 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. This position reports to Olympia, WA. Frequency of onsite work will vary based on business and operational needs. All agency employees are required to report on-site in Olympia on their first and last days of employment to pick up and return state-issued equipment, regardless of telework status or location. Duties Some of what you will do: • Provide general clerical and administrative support to unit supervisors or legal services advisors within OLA. Clerical support includes, but is not limited to, copying documents, mailing/faxing/uploading time sensitive documents to accomplish service or filing, redaction, and proofing/editing documents. • Process and serves outgoing letters and legal documents, including but not limited to pleadings, notices, and orders on appellants by email, Consolidated Mail Services, and/or electronic filing in the Office of Administrative Hearing's participant portal (PRISM) and other parties according to office procedures. • Review outgoing pleadings including orders, motions, and notices, and enters case updates and uploads documents in PASTA, JACHS, and/or Imaging; process according to decision outcome. • Archive appeals and hearing files in accordance with the agency's retention policies. • Maintain confidential information to ensure adherence to these standards. • Monitor division electronic mailboxes per agency and division protocols and policies. • Assist the LA3s with identifying, receiving, opening, and closing case files for PEBB/SEBB, MDTE, MAGI, and other specialized caseloads as needed, according to office procedures. Timely and accurately schedules hearings and deadlines in Microsoft Outlook. • Assist with case assignments, updates, and closures in all caseloads, as needed. • Log all incoming voicemails received on the toll-free line. • Timely return voicemails received on the toll-free line. Provide customer service to callers by researching and answering questions or directing the caller to the appropriate resource or HCA department. Alert Legal Administrative Manager to patterns or issues. Qualifications Required qualifications: • Legal document preparation: Ability to prepare routine legal pleadings and forms with accuracy. • Legal database and technology proficiency: Navigating legal databases, using case management software, and performing data entry. • File management: Creating, organizing, and maintaining physical and electronic legal files. • Scheduling and calendaring: Coordinating and calendaring hearings, depositions, and meetings, and identifying conflicts. • Document review: Reviewing documents to identify relevant information for docketing. • Communication: Ability to express ideas clearly and concisely, both verbally and in writing, and use proper grammar, spelling, and punctuation. • Attention to detail: Meticulousness in handling documents, data, and deadlines. • Organization and time management: Ability to prioritize tasks and manage multiple workflows effectively. • Adaptability: Ability to work effectively under close supervision and adapt to new procedures and technologies. Note: Candidates may be required to demonstrate skills in keyboarding, filing, proofreading, grammar, spelling and use of office equipment through agency specific skills testing. Required competencies: • The ability to take action to learn and grow. • The ability to take action to meet the needs of others. Preferred qualifications: • High School diploma or equivalent and two (2) years of clerical experience including a minimum of one (1) year of experience in a legal office environment. • OR • Two (2) years of legal office experience. • OR • A combination of three (3) years of college education and/or experience in a legal office environment. • OR • A two (2) year degree in Legal Secretary Studies, Paralegal studies or related field of study. 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 them in separate files: • 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. 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. • 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
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Legal Assistant 3 DOH8978
Government Jobs · Olympia, WA
Legal Assistant 3 This position offers a hybrid work arrangement, combining remote work with scheduled onsite work at our DOH facility in Tumwater, WA, approximately two (2) days per week after completion of the initial training period. The frequency may vary depending on casework, workload demands, training requirements, meetings, and other operational considerations. The Opportunity Our Legal Assistant 3 provides independent expert level support to staff attorneys and paralegals within the Health Systems Quality Assurance (HSQA), Office of Investigative and LegalServices (OILS). They are responsible for final formatting and processing of legal documents in compliance with agency guidelines. Additionally, our Legal Assistant 3 ensures allegations of misconduct or unsafe care are addressed and resolved efficiently and effectively. Key Responsibilities Include: Legal Document Processing • Document Formatting and Assembly: Drafts and formats disciplinary documents and assembles supporting materials. • Signature and Service Routing: Distributes documents for signatures and processes them for service or judge review. • Incoming Document Assessment: Receives, reviews, and logs incoming mail, faxes, and emails. • AG Service Coordination (RAGS): Verifies evidence page numbering, converts files to .pdf, and transfers them to the Attorney General's Office via Box.com. • Digital Archiving: Scans hardcopy documents and email to staff based on specific protocols. Database Management & Quality Assurance • File Lifecycle Maintenance: Updates, crosschecks, and closes disciplinary files in the enforcement database. • Data Association: Links newly received documents and database actions to their corresponding legal or compliance files. • Companion Case Research: Researches related open or closed cases and duplicate disciplinary complaints. • Technical Troubleshooting: Consults with internal database users to resolve technical system problems. • Data Correction: Fixes data entry errors to ensure the accuracy of enforcement database reports. Scheduling, Logistics, & Evidence Management • Hearing Calendaring: Schedules and logs hearing dates in Outlook for staff attorneys and paralegals. • Timeline Facilitation: Coordinates meetings with legal and investigative teams to map out timelines for summary motions. • Chain of Custody Management: Receives physical evidence, reviews transfer memorandums, logs movements in the database, and safely routes hardcopies. Collaboration & Process Improvement • Interdisciplinary Collaboration: Works with investigators, attorneys, case managers, and compliance officers to deliver disciplinary services. • Process Optimization: Identifies daily workflow errors and recommends procedural or form changes to supervisors. • Manual and Knowledge Base Updates: Updates office procedure manuals, online databases, and reference materials as directed. • Regulatory Compliance Application: Applies specialized knowledge of disciplinary and adjudicative proceedings and policies to daily work. Why You'll Love This Role Use your diverse skills in this critical role as the Legal Assistant 3 facilitating legal processes, supporting attorneys, and maintaining organized legal documentation, ultimately contributing to the success of legal operations in OILS. Respond to questions from the program, professions, and the public concerning policies and procedures of the legal office. Work collaboratively with Office of Customer Service, Office of Health Professions, and other DOH staff to effectively carry out disciplinary services. Join us and help protect and improve patient safety for everyone in Washington! Required Qualifications There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile. Option 1: Four years of experience in a legal environment in support of an attorney, administrative law judge(s), review judge(s) or equivalent, such as general clerical, customer service, reception/administrative support, office management, operations or forms and records management. Option 2: One year as a Legal Assistant 2. Option 3: A two-year degree in Legal Secretary Studies, Paralegal Studies, or related field of study plus 2 years of legal office experience or equivalent, such as general clerical, customer service, reception/administrative support, office management, operations or forms and records management. Additional Required Knowledge, Skills, Abilities, and Experience • Collaborates – Building partnerships and working collaboratively with others to meet shared objectives. • Customer Focus – Building strong customer relationships and delivering customer-centric solutions. • Decision Quality – Making good and timely decisions that keep the organization moving forward. • Values Differences – Recognizing the value that different perspectives and cultures bring to an organization. • Being Resilient – Rebounding from setbacks and adversity when facing difficult situations. • Demonstrates Self-Awareness – Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses. • Self-Development – Actively seeking new ways to grow and be challenged using both formal and information development channels. • Cultural Humility: Demonstrates the ability to take action to learn and grow, facilitating the development and integration of diverse perspectives, and honoring the different cultures represented in our agency. • Equity and Inclusion: Demonstrates the ability to take action to meet the needs of others, removing barriers to accessing shared resources, and promoting a culture of equity, social justice, and belonging. • People Impact Orientation: Demonstrates an ability to take action to adapt and adjust work and behaviors to increase positive impact on others. Preferred Qualifications While these aren't required, having them can help you stand out as a candidate. • Two years recent experience in a legal environment in direct support of an attorney, administrative law judge(s), industrial insurance appeals judge(s), review judge(s), or equivalent. • One year experience with Adobe Acrobat DC. • Intermediate user of Microsoft Word and Outlook. Able to create documents, edit, format and move between programs. • Experience proofreading legal documents using proper grammar and editing skills. Competencies: • Skilled at working with difficult customers and prioritizing tasks. • Ability to be a positive team member and seek continuous improvement. • Time management skills that ensure tasks are complete with quality and within established timelines. Employee Benefits We offer a solid benefits package that supports you and your family's health, financial security, and work-life balance. You'll have access to comprehensive medical, dental, and vision coverage, life and long-term disability insurance, flexible spending and health savings accounts, and retirement plans that help you plan for tomorrow while you're living today. Paid holidays, vacation and sick leave help you recharge, and additional programs like dependent care assistance and professional development opportunities add value beyond basic coverage. Join us and enjoy benefits designed to care for you as much as you care about public health. Learn more about DOH benefits and see how we support your life at work and beyond by visiting Work@Health. About the Washington State Department of Health We're nearly 2,700 professionals across Washington working together to protect and improve community health. Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience. At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We're passionate people who are driven to make a difference in public health (Download PDF reader). Our work depends on people who take action to learn and grow and who take action to meet the needs of others every day, in service of a healthier Washington. Explore more about the Department of Health, our programs, and our impact by visiting our website. Working Conditions: The following describes the working conditions of this position, with or without reasonable accommodation. Work Setting: The position requires regular in-person attendance to perform duties on-site at the Tumwater, WA DOH Office. During the training period, the incumbent will be required to report to the Tumwater office Monday-Friday during regular business hours. When not working on-site, this position may work from home, a DOH office, or an alternate location. The position may require working in an open cubicle office setting. Exposure to hazards is limited to those commonly found in indoor at home or office environments. This position is sedentary, working at a computer for extended periods. Schedule: Standard DOH business hours are Monday to Friday 8:00 a.m
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