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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