This job posting will remain open until filled. Candidate screening will begin on 06/13/2022. The hiring authority may exercise the option to make an appointment decision at any time. This position supports a legal team that provides services to adjudicative processes for healthcare programs managed by the Health Care Authority (HCA). The LOA works as part of this team by fielding customer inquiries and providing direct services or determining how to elevate requests appropriately. This position requires precise data entry, independent critical thinking, and a desire to learn through asking questions. If you are a supportive team player looking for the next step in your legal career, this may be the position for you.
Per Governor Inslee's state employees must be fully vaccinated. Your vaccine status will be verified upon acceptance of a contingent job offer. Please note, medical or religious accommodation may be available once an offer of employment is made.
About the position: The Division of Legal Services (DLS) provides support to the agency to mitigate risks, comply with changing laws, and assist the agency in accomplishing its goals. The Legal Office Assistant supports the DLS within HCA by providing legal support services to HCA's adjudicative proceeding processes for the SEBB/PEBB/MDTE Programs. This position reports to the Office of Legal Affairs (OLA) Legal Administrative Manager but may take direction and assignments from the Legal Assistant 1 and Legal Assistant 3 within OLA. The Legal Office Assistant 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, provide customer service to callers, and administrative support to the staff within OLA, including the staff attorneys and paralegals.
This position is eligible to telework but is required to report on-site 1-2 times per week to meet business need.
Duties
Some of what you will do: Provides support to the Office of Legal Affairs (OLA).
Provides general clerical and administrative support to unit supervisors or attorneys within OLA.
Receives, reads, and processes incoming electronic and paper mail, including pleadings, court orders and appellant legal documents to determine required actions.
Reviews hearing docket against office Master Hearing Calendar to verify accuracy of scheduled hearings and timely notifies other staff of discrepancies.
Prepares and sends case assignment and case deadline reports to OLA staff.
Monitors division electronic mailboxes per agency and division protocols and policies.
Competently operates desktop computer, printer, scanner, photocopier, telephone, and fax.
Archives appeals and hearing files in accordance with the agency's retention policies.
Prepares hearings files and pleadings.
Receives, opens, and closes case files according to office procedures.
Promptly and accurately inputs case related information into the PEBB/SEBB or the Joint Administrative Hearings Control System (JAHCS) database in accordance with office procedures of records in a high-density filing system.
Scans and uploads imaged documents to according to office protocols.
Processes and serves letters and legal documents, including but not limited to pleadings, notices, and orders, on appellants by email and Consolidated Mail Services, and other parties according to office procedures.
Inputs case milestone notes in PAY1.
Responds to customer voicemails received on the toll-free line.
Responds to customer voicemails received on the toll-free line. Provides customer service to callers by answering basic or routine questions, or routes customer voicemails to the appropriate resource or Legal Assistant for response to the caller.
Uses customer service techniques to assist parties that need assistance.
As needed, researches the caller/issue in PAY1, ACES, Online, ProviderOne, Barcode, JAHCS, PASTA or Mail Log to properly identify the caller and/or respond with appropriate answer. Uses de-escalation techniques when receiving calls from confused or displeased callers. Use of sound judgment to escalate call to appropriate management staff in matters that are high-risk or life threatening.
Qualifications
Required qualifications:
High school diploma or equivalent
AND either:
Two years of clerical experience including a minimum of six months of experience in a legal or professional office environment; e.g., a medical records, court clerk, bank or accounting firm office
OR
One year of legal office experience
Notes:
Additional college education may replace the required experience on a year-for-year basis.
Experience with basic knowledge of legal office practices, methods and procedures; keyboarding; English grammar, spelling and punctuation; legal terminology, use of standard office equipment and software programs for word processing are required for all candidates.
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:
Ability to:
independently perform complex clerical tasks;
understand and carry out oral and written instructions;
exercise good judgment when initiating processes, actions, and alternatives within established procedures, policies, and local practice;
establish and maintain professional and respectful work relationships with co-workers, clients and the general public;
communicate effectively verbally and in writing;
learn and perform assigned entry level legal technical tasks and routines;
maintain confidentiality of restricted information;
enter and retrieve data accurately
Experience with common software programs used in a legal office for word processing, data tracking, and calendaring
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
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: The Washington State Health Care Authority (HCA) is committed to whole-person care, integrating physical health and behavioral health services for better results and healthier residents.
HCA purchases health care for more than 2.5 million Washington residents through Apple Health (Medicaid), the Public Employees Benefits Board (PEBB) Program, and the School Employees Benefits Board (SEBB) Program. 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.
What we have to offer:
Meaningful work with friendly co-workers who care about those we serve
A clear agency mission that drives our work and is person-centered
A healthy work/life balance, including alternative/flexible schedules and mobile work options.
Infants in the workplace
A great total compensation and benefit package
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. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Jake Nelko at 360.725.0945 or .
