State of Washington

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Legal Assistant 3 (LA3/DLS)

at State of Washington

Posted: 8/23/2019
Job Status: Full Time
Job Reference #: 2539651

Job Description

Overall Job Objective


Legal Assistant 3 (LA3/DLS)

*Please Note: This position is open until filled. Application assessment will be ongoing and the hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicant's advantage to apply as early as possible. First review of applicants will take place on August 30, 2019.*
We are seeking an accomplished individual to collaborate at a high level with senior managers and stakeholders to develop solutions and influence decisions that drive progress on health care issues that impact all Washingtonians. This is a dynamic role that will utilize both your expertise and ability to connect and communicate with people, as well as your foundation of technical experience and skills. If you are interested in doing fun and meaningful work with an energetic team of collaborators and decision makers, we want to talk with you!
Position Objective:
This Legal Assistant 3 supports the Division of Legal Services (DLS) within HCA by providing legal support services to HCA's adjudicative proceeding processes for the SEBB/PEBB/Medicaid Programs.  This position reports to the OLA Legal Administrative Manager, but may take direction and assignments from the OLA Section Manager and the Supervising Staff Attorneys within the OLA.  The Legal Assistant 3 comes in contact with many forms of confidential information, including health information.  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 attorneys and paralegals. 

Some of what you will do:
  • Demonstrates mastery of maintaining confidences and confidential information to ensure adherence to these standards in actuality and in appearance.  Use of independent professional judgment regarding sensitive and confidential matters is essential.
  • Acts as a point of contact with the Board of Appeals and Office of Administrative Hearings on behalf of OLA in scheduling and assigning administrative hearings related to SEBB/PEBB/Medicaid(MDTE) Programs.
  • Demonstrates an understanding of the appeals processes and is able to use customer service techniques to assist parties needing assistance.
  • Receives, processes, tracks and transfers all administrative hearing files.
  • Provides general clerical and administrative support to unit supervisors and attorneys within OLA.  Such clerical support includes, but is not limited to, copying pleadings, reviewing mail and faxes and other time sensitive documents and determining where the documents should be delivered; redacting sensitive information; and proofing/editing documents.
  • Assignments received from supervisors must be prioritized and accomplished within the estimated timeframe for completion.
  • Must inform supervisors when unable to meet timeframes for completing assignments within the time provided.
  • Receives, reads, and processes incoming mail including electronic and paper mail.
  • Effectively communicates with, OLA staff, Board of Appeals, HCA Staff, client agencies, appellants, the public and other interested parties regarding cases, trials, and hearings.
  • Addresses basic questions from parties, attorneys, Board of Appeals, the Office of Administrative Hearings, the Attorney General's Office, agency customers, etc.
  • Monitors office facsimile devices to ensure that transmissions are timely date-stamped and routed to the correct staff member.
  • Competently operates desktop computer, printer, scanner, photocopier, telephone, and fax.
  • Answers inquiries from SEBB employers using their communication system.
  • Answers inquiries from PEBB Employers using the FUZE system or other communication systems.
  • May provide entry-level paralegal support upon request of an OLA paralegal(s) or attorney(s).
  • Verifies Master Hearings Calendar and OLA staff calendars to ensure that the hearing date, time, location, and person assigned is accurate. Scans and uploads imaged documents to the Hearings and Appeals Management System according to office protocols.
  • Promptly and accurately inputs case related information into the HCA administrative hearings database in accordance with office procedures, as cases arrive and as needed to keep accurate track of all records in a high density filing system.
  • This position will be required to have a Monday through Friday work schedule, but will be permitted to flex their hours.
Required Qualifications:

Advanced knowledge of Microsoft Office Suite (including Word, Visio, Access, Power Point, and Excel).

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: 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 judgment 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.

Preferred/Desired Qualifications
High School diploma or equivalent and four years of experience in legal environment in support of an attorney, administrative law judge(s), industrial insurance appeals judge(s), review judge(s) or equivalent
One year as a Legal Assistant 2
A two-year degree in Legal Secretary Studies, Paralegal Studies or related field of study plus two years of legal office experience
A combination of five years of college education and/or relevant experience.
A Bachelor's degree may substitute for the Legal Secretary or Paralegal degree.

Experience managing records according to a record retention schedule.

Previous experience providing administrative support within a government setting.
Note: Candidates may be required to demonstrate skills in keyboarding, filing, proofreading, grammar, spelling and use of office equipment through agency specific skills testing.

About the HCA:
The Washington State Health Care Authority (HCA) purchases health care for more than 2 million Washington residents through Apple Health (Medicaid), the Public Employees Benefits Board (PEBB) Program, and, beginning in 2020, the School Employees Benefits Board (SEBB) Program. Our agency is committed to whole person care, integrating physical health and behavioral health services for better results and healthier residents. As the largest health care purchaser in the state, we lead the effort to transform health care, helping ensure Washington residents have access to better health and better care at a lower cost.
About Olympia and Washington State:
Washington State offers a total work/life package of pay, benefits, flexibility, and workplace opportunities to help you get the most out of your career and out of life. Washington State is a great place to work, play, and be a part of a community, offering quality of life that is unsurpassed. From the high energy urban center of Seattle, one of the nation's top ranked cities, to the more relaxed pace of our rural communities, Washington's distinctive Northwest lifestyle blends a progressive, creative culture with a casual nature.
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 and attach:
  • A cover letter that specifically addresses how you meet the qualifications for this position.
  • Current resume
  • Three professional references
Washington State is an equal opportunity employer. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may call the Human Resources Office at 360.725.1761 or email
*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 but will be considered in determining the applicant's suitability and competence to perform in the position. *