Legal Assistant 1 (LA1/DLS)

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.