Hearing Coordinator (Legal Secretary) - Multiple positions!

Initial Posting Date:

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Job Description:

Do you have excellent organization, attention to detail, and time management skills? Do you thrive in a fast-paced environment with competing priorities? If so, apply now to join our team!

The Office of Administrative Hearings is responsible for conducting administrative hearings for most state agencies in the State of Oregon. Our mission is to serve the public by providing impartial, fair, and efficient contested case hearing services to agencies, businesses and individual Oregonians throughout the state regarding issues that affect their daily lives, their businesses, and their professions. Please let us know if you need a reasonable accommodation.

WHAT YOU WILL DO:

These positions will complete all tasks related to the efficient flow of hearings for Unemployment Insurance, Department of Motor Vehicles, Department of Human Services/Oregon Health Authority, Water Resources Division, and Child Support programs. These tasks include processing incoming contested cases ensuring files are complete and accurately prepared, contain documentation specific to the issues, are properly entered in the computerized case tracking system, are promptly scheduled, issuing notices of hearings, proofing and issuing proposed and/or final orders and closing case files. This position communicates regularly with attorneys, agency representatives, claimants, employers, businesses, administrative law judges and managers regarding processes and tasks. Additionally, these positions may provide telephone coverage for other Office of Administrative Hearings (OAH) program areas.

For a complete review of the position and responsibilities:

• Please click here for the Unemployment Insurance and Department of Motor Vehicles area focus.
• Please click here for the Department of Human Services/Oregon Health Authority area focus.
• Finalists will be assigned a position upon job offer.

WHAT WE ARE LOOKING FOR:

Required Minimum Qualifications

• Two years of clerical/secretarial experience which included at least one year as a legal assistant or secretary for an attorney or judge or performance of legal support duties (such as preparing legal documents, maintaining legal records or researching legal information). Experience must include proficiency in word processing software.
• College coursework or training in Office Technology that included courses in legal terminology and legal office procedures may substitute for up to one year of the general clerical/secretarial experience (1-year = 40 quarter hours/30 semester hours).

Desired Attributes

• Commitment to valuing diversity and promoting inclusion.
• Ability to communicate effectively
• Ability to work w/minimal supervision while exercising sound judgement
• Consistently produce high quality work w/minimal errors; pay attention to detail
• Ability to deal with people who may be upset or confused and unfamiliar with the hearing process

WHAT’S IN IT FOR YOU:

• A workplace that balances productivity with enjoyment and encourages learning and mentoring.
• Rewarding work in a dynamic and creative environment with colleagues who are passionate about public service.
• Work/life balance, 11 paid holidays a year, and a competitive benefits package.
• Public Service Loan Forgiveness opportunity!
• Get There - Oregon’s easy-to-use carpool matching tool and trip planner.

HOW TO APPLY:

• Required: Attach a resume and cover letter. Your cover letter must not exceed two (2) pages. Please make sure your cover letter clearly addresses the desired attributes and minimum qualifications you have under the “What We Are Looking For” section above. Please upload your documents in the “Resume/Cover Letter” section of the application. In addition to your related work experience and education, we will use the desired attributes and required minimum qualifications to determine who to interview.
• External Applicants: Click on the “Apply” link above to fill out the online application and submit by the posted closing date. Please use your preferred name on application materials.
• Current State of Oregon employees (this includes temporary employees):  Apply through your employee Workday account. Please ensure the work history in your applicant profile is up-to-date and reflects your current position.
• Important: Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application.
• The job posting closes at 11:59 PM (PDT/PST) on the close date. Immediately after you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference. These questions are necessary to complete the application process.

ADDITIONAL INFORMATION:

• This position is represented by the Service Employees International Union (SEIU).  
• This recruitment may be used to fill current and future Permanent, Limited Duration, Job Rotation and Temporary vacancies as they occur.
• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%. Please review the Classification and Compensation page for more details.
• Salary Determination: The information in your Workday profile will be used to complete an equal pay assessment to determine salary placement upon hire.
• Veterans: Eligible veterans who meet the qualifications will be given veterans' preference. For more information, please visit Veterans Resources.
• United States Employment Eligibility: The Office of Administrative Hearings does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet Agency employment eligibility standards. The Office of Administrative Hearings is an E-Verify employer. If you are the successful candidate you must present your I-9 acceptable documents (See page 2) for employment verification.

IN-STATE HYBRID REMOTE WORK INFORMATION:

Candidates may be approved for hybrid remote work. Hybrid remote work suitability is evaluated based upon business needs at the time of hire. Hybrid remote work approval can be revoked at any time. Candidates are expected to:

• Reside within (or be willing to relocate to) Oregon, or one of its bordering states within a reasonable commuting distance (e.g. Vancouver, Washington) within 30 days from date of hire.
• Be able to report to one of the office locations listed in the job posting, as necessary.
• Demonstrate access to a broadband internet connection that meets or exceeds the minimum acceptable requirements; Click Here to view the minimum acceptable requirements. OED IT Services will provide the necessary hardware to employees who are approved for remote work.
• Have a private workspace.
• Maintain good standing (i.e. no performance or attendance issues).

CRIMINAL RECORDS CHECK:
The Office of Administrative Hearings is committed to being a leader in providing its employees with fair and equal employment opportunities and recognizes that as a best practice in equity and inclusion, criminal background check policies shall be job related and consistent with business necessity. For positions with authorized access to FBI Criminal Justice Information Services (CJIS) information, a separate criminal records check is conducted by the Oregon State Police. If you would like further information on how each criminal records check is conducted, please contact us at the number below with any questions. Note: This position has been designated to have authorized access to Criminal Justice Information Services (CJIS). To verify identification, the successful candidate will be subject to a criminal background check which may require a fingerprint-based background check as a condition of employment.

CONTACT INFORMATION & HELPFUL LINKS:

If you have questions about the position or need an alternate format to apply, please contact us at 503-947-1289; humanresources@employ.oregon.gov. Please be sure to include the job requisition ID number.

Guidance our hiring managers use: Equity and Inclusion Recruitment​ Questions and Gender Identity and Expression Procedure!
 

Reasonable Accommodations | Veterans Resources | How to Set Job Alerts | Workday Applicant FAQ

Interview Scoring Criteria used during recruitment | What You Need to Know to Get the Job

Come for a job. | Stay for a career. | Make a difference... for a lifetime!

The Office of Administrative Hearings is an Equal Opportunity, Affirmative Action Employer Committed to Workforce Diversity. At the Office of Administrative Hearings, we foster fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, age, veteran status, disability, or status as a victim of domestic violence, harassment, sexual assault, or stalking. This applies to every aspect of our employment practices, including recruitment, hiring, retention, promotion, and training.