Legal Administrative Assistant - Intake

Legal Administrative Assistant – Intake 
The Office of Disciplinary Counsel (ODC) – Washington State Bar Association (WSBA)

Salary Range: $48,411 to $48,411 + Washington State Employee Benefits
FLSA - Full-time, Non-Exempt

The WSBA's mission is to serve the public and the members of the Bar, to ensure the integrity of the legal profession, and to champion justice.

Purpose and Position Summary:

The Intake Legal Assistant (ILA) provides administrative support to the Office of Disciplinary Counsel (ODC), primarily in ODC’s Intake unit. The ILA prepares, proofreads, and finalizes documents; organizes and maintains electronic files; transmits outgoing correspondence, including assisting with identifying and redacting information being transmitted to the involved parties; assists with preparing and submitting expense reports; and assembles materials for review when ODC Intake decisions are appealed. The ILA also schedules remote/electronic meetings, coordinates electronic transmission of confidential documents, assists with destruction of files, updates document templates, and performs other support-oriented duties.

The ILA may be asked to assist Intake Analysts with incoming communications and questions from the public regarding the discipline system and queries from parties involved in grievance matters. The ILA also communicates with members, judicial screening committees, County or State Bar Associations, and others regarding requests for discipline histories of legal professionals and adheres to confidentiality/disclosure policies. This position will support ODC’s review, investigation, and prosecution of grievances against licensed legal professionals by contributing to the efficient and accurate handling of all matters.

Primary Job Duties and Responsibilities:

Administrative Support:

• Provide administrative support to an assigned group of disciplinary counsel from the Intake team, assuring that matters are calendared, electronic file materials are properly named and organized, and letters, documents, and pleadings are timely prepared, filed, and transmitted electronically or otherwise on the date indicated.
• Review all correspondence and pleadings for accuracy and consistency, know legal terminology, discipline system policies and procedures, and court rules.
• Respond to email messages and requests for documents or general inquiries.
• Draft transmittal letters and handle outgoing communication with grievants, respondents, and third parties.
• Upload and profile documents to ODC’s electronic case management system, convert attachments to PDF format, and handle other incoming correspondence according to ODC procedures.
• Acting at the direction of the Managing Disciplinary Counsel-Intake, make independent decisions daily, addressing the best way to handle specific tasks, while working collaboratively with other ODC staff.
• Assist with keeping department statistics and tracking files in Intake.
• Prioritize high volume of assigned tasks.
• Assist Intake disciplinary counsel with submitting Expense Reports using WSBA accounting software and resolve questions and issues with the WSBA Finance team.

Review Committee/Disciplinary Board Support:

• Prepare materials from the case file for Disciplinary Board (Board) and Review Committee (RC) review when parties request review of disciplinary counsels’ decisions to dismiss or defer a grievance, calculations of timeliness, or decisions to withhold information.
• Select the appropriate template and prepare a proposed order related to the decision under review.
• Save the submitted materials in the appropriate format, and accurately enter case-related information, in ODC’s electronic case management system.
• Coordinate scheduling and other issues with the Disciplinary Board Clerk.
• With oversight from the Disciplinary Program and Systems Admin, process final Review Committee orders for all ODC matters when received, saving the orders in the proper files and emailing annotated Review Committee agenda to ODC Staff.

Discipline History Certificates:

• Communicate with members, staff, the FBI, judicial screening committees, and County or State Bar Associations regarding requests for Discipline History Certificates of Washington legal professionals in a clear, timely, and professional manner, and adhere to disclosure policies.
• Process internal and external requests for Discipline History Certificates, ensuring prompt and professional delivery. The ILA may need to come into the office periodically to receive hard copy requests from the Accounting Department.
• Run reports and processes requests made on the WSBA website (online store), processes requests received through the WSBA Finance Department and responds to inquiries from other WSBA departments.
• Assist with technical questions or issues related to the process of ordering Discipline History Certificates through the online store.
• Save completed certificates and related communications in accordance with ODC procedures.
• Track information relating to requests on an Excel spreadsheet.

Research:

• Print out and profile dockets using court-system databases (JIS/Scomis/Odyssey) and locate court records in other database systems (PACER, LINX) or Personify (internal database) as directed by disciplinary counsel or other WSBA staff.
• Research and gather discipline history records for use in preparing Discipline History Certificates.
• Conduct other internet searches related to grievance files as directed by disciplinary counsel or other WSBA staff.
• Locate addressees of returned mail.

General ODC Department Administrative Support:

• Planning and preparations for internal meetings or meetings of committees or other WSBA entities supported by ODC.
• Arrange conference calls, send meeting notices, and distribute agendas and minutes.
• Assist with periodic records retention processes.
• Assist with assignments and trainings relating to office-wide projects.
• Serve as point of contact for providing respondents and grievants with assistance in transmitting confidential or large-file size electronic documents and sending out and receiving documents on behalf of disciplinary counsel and managers.
• Fill in during absences.

Other Duties as Assigned.

Education Required:

Education Preferred:

• Working towards, or a completed bachelor’s degree.
• Certification(s) appliable toward this position's job requirements.

Experience Required:

Experience Preferred:

Competencies (Skills/Abilities) Required:

• Internet and database research skills and ability to learn new software applications
• Familiarity with the legal system, legal terminology, court rules and filing systems
• Strong writing, editing, proofreading, and electronic formatting abilities
• Excellent communication and interpersonal skills
• Proficient organization and time management skills
• Intermediate level experience with Adobe, Office 365 products and Microsoft Suite, especially Word, Outlook, Excel, and PowerPoint, MS Teams, calendaring. Web/Internet, scanner technology, PDF files, databases, e-Electronic court records searches, and other enterprise financial, HR, and database software applications. *Ability to learn new technology and systems quickly.
• Knowledge of various printers, photocopy, and postage machines, scanning and fax machines, online court filing and uploading systems (Disciplinary Board and the Supreme Court), Box, and some other trouble shooting techniques.

Competencies (Skills/Abilities Preferred):

• Advanced use of Word, Microsoft Office 365, Teams, SharePoint/OneDrive, and Adobe Acrobat Pro.
• Knowledge of case and document management databases, secure cloud document storage and transmission applications, and online court filing and uploading systems.

Working Conditions: 

This position, while primarily remote, must be flexible to work in office or travel within WA state as deemed necessary, or as required. This position may also have the option to work in-office. For remote work, the ILA must have an adequate home/work environment and internet access for performing work of a highly sensitive and confidential nature. 

Employment with the Washington State Bar Association mandates that WSBA Staff must reside within the State of Washington at the time of hire, and during active employment status.

The essential functions of the job that must be performed, with or without a reasonable accommodation: This position must be able to regularly work five days per week in an office type environment (remote or in office) during office hours, possess the ability to primarily sit/stand and use a computer, and lift/push/pull items weighing up to 25 pounds. Must be able to operate a computer keyboard, and other standard office equipment (e.g., printer/scanner/fax/telephone). This position must be able to read, write, and speak with others in English.

WSBA Benefits Include:

• State of Washington Retirement system (DRS/PERS), including an optional Deferred Compensation Plan
• Medical benefits (including Rx) through the WA Healthcare Authority, with WSBA paying a majority of the premium cost.
• 100% paid premiums for employee Dental and Vision
• Long-Term Disability and Life Insurance Plans
• Generous Paid Time Off Benefits (sick, vacation, holiday, float, emergency leave)
• Transportation incentives, *based on a primary work selection requirements
• Allowance to set up a home office, *based on a Remote work selection option 
• Free Employee Assistance Program, and National Employee Discount Program
• You will be working with a team of supportive, collaborative, creative, and dedicated colleagues driven to accomplish WSBA’s Mission
• A company culture that truly focuses on a quality Work and Life Balance for its Staff through our 4 Pillars: 1) Excellence (Mission-driven results), 2) Unity (Team-driven results), 3) Integrity (Value-driven results), and 4 JOY! (People-driven culture). 

For consideration and to apply: interested candidates are required to apply online and submit the following required materials: online application, and both a comprehensive professional cover letter and resume. Applications submitted without a cover letter will be considered incomplete. 

WSBA Staff must be authorized to work in the United States on a permanent basis, upon hire. This position is not eligible for Sponsorship.

WSBA administers pre-employment background screening upon a contingent verbal offer, and prior to hire.

The Washington State Bar Association (WSBA) operates under the delegated authority of the Washington Supreme Court and exercises a governmental function authorized by the Washington Supreme Court to license and regulate the state’s nearly 40,000 legal professionals, including lawyers, limited practice officers, and limited license legal technicians. The WSBA both regulates legal professionals under the authority of the Court and serves its members as a professional association — all without public funding.  The WSBA administers the bar admission process, including the bar exam; provides record-keeping and licensing functions; administers the lawyer discipline system. and provides continuing legal education for legal professionals, in addition to numerous other educational and member-service activities.

The WSBA is committed to fostering a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The statements contained in this job announcement are not necessarily all-inclusive; additional duties may be assigned, and requirements may vary from time to time.

Washington State Bar Association (WSBA) Compensation Philosophy and Compensation Grid