Legal Assistant 3 DOH8978

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 Legal Services (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. 

The vision of HSQA is to be a recognized leader in patient safety, prevention, and health systems development. To that end, HSQA has established certain values – namely integrity, accountability, effectiveness, responsiveness, cultural competency, the courage to change, and a relentless commitment to serve the public. These values are guided by our desire to build the public’s trust, strong relationships, employee satisfaction, and integrated service delivery. The goals of HSQA are five-fold: improve people’s health, enhance patient safety, make every resource count, have an exemplary workforce, and deliver exceptional service

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. 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. to 5:00 p.m.; however, an alternate or flexible work schedule may be considered at the employee's request, subject to supervisory approval. When approved, the incumbent will work with their supervisor to identify an appropriate work schedule and balance. This includes both teleworking and reporting in the office.

The position would not normally require working in excess of 40 hours per week, but if it became necessary for business needs, your supervisor would notify you in advance.

Travel Requirements:

When traveling for work, the position may require traveling alone or with another employee for multiple days and nights in or out of state.

When driving for state business, the employee must be able to legally operate a state or privately-owned vehicle; OR provide alternate transportation while on state business.

Tools & Equipment:

This position uses standard office furniture and equipment, such as a desk, office chair, cell phone, computer, monitor(s), keyboard, and mouse; and when in the office, the position may also require the use of a printer, phone, fax machine, and/or copy machine.

Customer Interactions:

The position frequently requires engaging with customers in a variety of settings. The position requires daily interactions on the telephone and in writing with customers, some of whom may be upset, frustrated, or irate.

Other:

• This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
• The DOH campus is a smoke-free, drug-free, alcohol-free, scent-neutral environment. 
• This position may be required to conduct and/or participate in public health emergency preparedness and response activities. 

APPLICATION DIRECTIONS:

We’re committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents won’t be accepted or shared with the hiring manager.

Click “Apply” to complete your application. Attach your resume, cover letter, and DD-214 (if applicable). List at least three professional references, directly in your Applicant Profile or as a separate attachment, including a supervisor, a peer, and someone you’ve supervised or led (if applicable).

DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation.

Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year

Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.  

DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity. 

Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Kristina Cox at employment@doh.wa.gov and reference DOH8978.

Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues. 

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days. 

Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration. 

Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.