Analyst - Intake (Legal)

Analyst – Intake (Legal)
Office of Disciplinary Counsel (ODC) – Washington State Bar Association (WSBA) 

Salary Range: $58,581 to $58,581 + Washington State Employee Benefits
FLSA - Non-Exempt, Full-time (40-hour Work Week)

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: 

This Intake Analyst within the Office of Disciplinary Counsel (ODC) reviews, analyzes and processes grievances as well as public inquiries on a wide range of questions, including questions about public discipline against licensed legal professionals and the Washington Supreme Court’s discipline system.  

This position facilitates resolution of disputes between licensed legal professionals and their clients with or without grievances being filed, communicate and coordinate with other WSBA departments on matters relating to discipline, and analyze and process grievance information to support the Intake team and ODC.  

The objective is to address as many concerns as possible without the filing of a grievance, to communicate effectively about the purpose of the discipline system and about the grievance process, to enter and maintain accurate information in the discipline database/case management system, and to contribute to the efficiency and fairness of handling grievances against licensed legal professionals.  

The position serves the public and the members by accurately and efficiently responding to disciplinary inquiries and resolving disputes, and by facilitating the timely and accurate resolution of grievances by disciplinary counsel. Draws from experience and an understanding of the law and the legal profession. 

Primary Job Duties and Responsibilities: 

Analyze, Process, and Respond to Discipline Inquiries and Grievances: 

• Responds to a high volume of inquiries from a variety of sources relating to licensed legal professional discipline and grievance files. Processes grievances, which includes opening grievance files in coordination with other ODC staff, analyzing grievance information for coding, accurately making entries in the discipline database/case management system, and retrieving and reviewing court dockets. Reviews and responds to telephone and written inquiries about the discipline system and grievance process. Responds to calls and emails that are often sensitive and difficult from grievants and respondent lawyers with tact and a customer service-oriented approach. Takes thorough phone notes of all calls and messages. Refers calls or emails to disciplinary counsel as appropriate, identifying urgent matters. 
• Analyzes and process grievant and respondent information, and communicates directly with grievants and respondents, to facilitate disciplinary counsel’s disposition of grievance files. Clarifies requests for confidentiality and follows up on issues in grievance files as identified by disciplinary counsel. 
• Reviews and evaluates the adequacy of ODC’s website information on the grievance process for accuracy and value.
• Refers persons with disabilities requesting accommodation in the grievance or request for assistance processes to WSBA’s Office of General Counsel and follows instructions from the Office of General Counsel to provide reasonable accommodation as determined by the Office of General Counsel.

Administrative Support: 

• Tracks and responds to the high volume of inquiries and correspondence related to grievances against lawyers, exercising initiative to ensure that matters are calendared for deadlines. Carefully updates Intake forms on the network and in discipline database/case management system. Uses good judgment in responding to frequent email messages and requests for documents, draft transmittal letters, and transmit correspondence signed by disciplinary counsel, and enters information promptly in the discipline database/case management system. Reviews high volume of outgoing correspondence for accuracy, and consistency, proper use of legal terminology, and consistency with discipline system policies and procedures, ensuring that all correspondence is transmitted on date indicated. Promptly enters and changes data as necessary in discipline database/case management system. 
• Maintains the discipline database of confidential informal matters that are not grievance files, including managing periodic file destruction. Performs outreach with other WSBA departments. Conducts internet research including using Lexis/Nexis. Assists with the gathering, verification, and reporting of statistics for annual surveys and reports.

Resolution of Licensed Legal Professional/Client Disputes: 

• Provides pre-grievance dispute resolution services to resolve communication problems, disputes related to release of client files, billing issues, and other matters before grievances are filed.

Review Committee Support: 

• Prepares high volume of reports for agendas, completing the appropriate report cover sheet, scanning the appropriate documents and arranging correctly, preparing the correct order, and placing it on the network for OGC for the timely and efficient consideration of Review Committee appeals involving Intake matters. Scans any late-received documentation under the appropriate section of the network to ensure that a complete copy of all documentation is provided to the Review Committee. Enters information into the discipline database/case management system that accurately reflects the status of the appeal. Coordinates with disciplinary counsel, ODC Department Administrator, and Clerk to the Disciplinary Board.

Other Duties as Assigned. 

Education Required: 

• Associate’s degree (or equivalent) 

Education Preferred: 

• Bachelor’s degree (or working towards)
• Paralegal certificate or degree

Experience Required: 

• Minimum two years of experience in general office experience, to include use of various databases, as well as direct telephone and digital professional customer service. 

Experience Preferred: 

• Law office experience, and use of document management system(s)

Competencies (Skills/Abilities) Required: 

• A commitment to strengthening the WSBA by helping it reach mission-driven outcomes for the public and its members.
• Excellent communication (verbal, written, electronic). 
• Internet and database research skills and ability to learn new software applications.
• Familiarity/understanding/experience within the legal system and legal terminology.
• Strong organizational and time management skills.
• Attention to detail in inputting, checking, and reporting data.
• Enthusiastic about helping to foster a culture of inclusion, with a commitment to diversity, equity, and inclusion.

• Proficiency with email, telephone (including voicemail), fax and copy machines are necessary.
• Proficiency with contemporary information technologies and software, at least including Word, Outlook, Excel, Adobe Acrobat, PowerPoint, the WSBA/ODC case/file management system, ODC document management system, WSBA membership database, online legal research platforms (e.g., Lexis/Nexis), court record databases, and videoconferencing technology. Basic ability to use a telephone, computer, copier, and other standard office equipment.
• Proficient in Microsoft Office and 365 applications (i.e., SharePoint, OneDrive, etc.) within Windows, with a strong technical aptitude to quickly learn others (including WSBA’s existing systems).

Competencies (Skills/Abilities Preferred): 

• Ability to speak Spanish is beneficial

Working Conditions:  

This position, while primarily remote within Washington, must be flexible to work in office (Seattle, WA) and travel within WA state as deemed necessary, or as required. This position primarily performs work during normal business hours, however, must have the ability to work flexible hours, including evenings, weekends, etc., if travel is required. This position may also have the option to work in-office. For remote work, 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), 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 (DRS/DCP).
• 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 primary work selection requirements.
• Allowance to set up a home office, *based on a primary remote work selection. 
• 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 to apply online via Work at the WSBA 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.