Legal Assistant 1 (LA1/DLS)

State-of-Washingto; Olympia (WA); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Free parking

Job summary

The Washington State Health Care Authority (HCA) is seeking a Legal Assistant 1 (LA1/DLS) to support the Division of Legal Services. You will work closely with paralegals and attorneys, review notices, prepare files, and provide confidential administrative support in a public-service environment.

This hybrid role reports to the Legal Administrative Manager and offers mentorship, clerical duties, scheduling, and responsive customer service to callers.

Qualifications

• Legal document preparation: Ability to prepare routine legal pleadings and forms with accuracy.
• Legal database and technology proficiency: Navigating legal databases, using case management software, and performing data entry.
• File management: Creating, organizing, and maintaining physical and electronic legal files.
• Scheduling and calendaring: Coordinating and calendaring hearings, depositions, and meetings, and identifying conflicts.
• Document review: Reviewing documents to identify relevant information for docketing.
• Communication: Clear written and verbal communication with proper grammar and punctuation.
• Attention to detail: Meticulous handling of documents, data, and deadlines.
• Organization and time management: Prioritize tasks and manage multiple workflows.

Responsibilities

• Provide general clerical and administrative support to unit supervisors or legal services advisors within OLA.
• Process and serves outgoing letters and legal documents, including pleadings, notices, and orders on appellants by email, mail services, and electronic filing.
• Review outgoing pleadings and enter case updates in systems; process according to outcomes.
• Archive appeals and hearing files per retention policies.
• Maintain confidential information according to standards.
• Monitor division electronic mailboxes and respond per protocols.
• Assist with case assignments, updates, and closures; schedule hearings and deadlines.
• Log and return voicemails; provide customer service to callers and route to appropriate resources.

Skills

Legal document prep

Legal databases

Data entry

Scheduling calendars

Communication skills

Attention to detail

Organization

Adaptability

Education

High School diploma or equivalent

Job description

Legal Assistant 1 (LA1/DLS)

71043631

This job is a strong opportunity for someone looking to launch or build a career in the legal field, public service, or healthcare administration. Working closely with paralegals and Legal Services Advisors (attorneys) provides direct mentorship and networking. It positions you perfectly to eventually promote into higher-level roles.

All HCA employees will apply an equity lens to their work, which may include but is not limited to all analyses of core business and processes.

About the division

The Division of Legal Services (DLS) provides support to the entire agency to mitigate risks, comply with changing laws, and assist the agency in accomplishing its strategic and tactical goals. The Office of Legal Affairs (OLA) is comprised of legal services advisors (attorneys), paralegal staff, and other professional hearings staff that represent HCA in administrative hearings and brief adjudicative proceedings, in addition to providing legal service support to HCA programs and staff.

About the position

This position reports to the Legal Administrative Manager but may take direction and assignments from other OLA managers and legal services advisors. The Legal Assistant 1 encounters many forms of confidential information, including, but not limited to: client information, lawsuits, public disclosure requests and management strategies under discussion. Additionally, this position performs paralegal support and computer duties as outlined below. 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 provide administrative support to the staff within OLA, including the legal services advisors and paralegals.

This position is eligible to telework but is required to report onsite 2-3 days per week. The default assigned work location of all Health Care Authority (HCA) positions – both on-site and telework eligible positions – is within the State of Washington. This position reports to Olympia, WA. Frequency of onsite work will vary based on business and operational needs. All agency employees are required to report on-site in Olympia on their first and last days of employment to pick up and return state-issued equipment, regardless of telework status or location.

Some of what you will do

• Provide general clerical and administrative support to unit supervisors or legal services advisors within OLA. Clerical support includes, but is not limited to, copying documents, mailing/faxing/uploading time sensitive documents to accomplish service or filing, redaction, and proofing/editing documents.
• Process and serves outgoing letters and legal documents, including but not limited to pleadings, notices, and orders on appellants by email, Consolidated Mail Services, and/or electronic filing in the Office of Administrative Hearing’s participant portal (PRISM) and other parties according to office procedures.
• Review outgoing pleadings including orders, motions, and notices, and enters case updates and uploads documents in PASTA, JACHS, and/or Imaging; process according to decision outcome.
• Archive appeals and hearing files in accordance with the agency’s retention policies.
• Maintain confidential information to ensure adherence to these standards.
• Monitor division electronic mailboxes per agency and division protocols and policies.
• Assist the LA3s with identifying, receiving, opening, and closing case files for PEBB/SEBB, MDTE, MAGI, and other specialized caseloads as needed, according to office procedures. Timely and accurately schedules hearings and deadlines in Microsoft Outlook.
• Assist with case assignments, updates, and closures in all caseloads, as needed.
• Log all incoming voicemails received on the toll‑free line.
• Timely return voicemails received on the toll‑free line. Provide customer service to callers by researching and answering questions or directing the caller to the appropriate resource or HCA department. Alert Legal Administrative Manager to patterns or issues.

Required qualifications

• Legal document preparation: Ability to prepare routine legal pleadings and forms with accuracy.
• Legal database and technology proficiency: Navigating legal databases, using case management software, and performing data entry.
• File management: Creating, organizing, and maintaining physical and electronic legal files.
• Scheduling and calendaring: Coordinating and calendaring hearings, depositions, and meetings, and identifying conflicts.
• Document review: Reviewing documents to identify relevant information for docketing.
• Communication: Ability to express ideas clearly and concisely, both verbally and in writing, and use proper grammar, spelling, and punctuation.
• Attention to detail: Meticulousness in handling documents, data, and deadlines.
• Organization and time management: Ability to prioritize tasks and manage multiple workflows effectively.
• Adaptability: Ability to work effectively under close supervision and adapt to new procedures and technologies.

Note: Candidates may be required to demonstrate skills in keyboarding, filing, proofreading, grammar, spelling and use of office equipment through agency specific skills testing.

Required competencies

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

Preferred qualifications

• High School diploma or equivalent and two (2) years of clerical experience including a minimum of one (1) year of experience in a legal office environment.

OR

• Two (2) years of legal office experience.

OR

• A combination of three (3) years of college education and/or experience in a legal office environment.

OR

• A two (2) year degree in Legal Secretary Studies, Paralegal studies or related field of study.

About HCA

Functioning as both the state's largest health care purchaser and its behavioral health authority, the Washington State Health Care Authority (HCA) is a leader in ensuring Washington residents have the opportunity to be as healthy as possible.

There are three pillars of our work: Apple Health (Medicaid); the Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs; and behavioral health and recovery. Under these pillars, HCA purchases health care, including behavioral health treatment for more than 2.7 million Washington residents and provides behavioral health prevention, crisis, and recovery supports to all Washington residents.

What we have to offer

• Meaningful work with friendly co‑workers who care about those we serve Voices of HCA
• A clear agency mission that drives our work and is person‑centered HCA's Mission, Vision & Values
• A healthy work/life balance, including alternative/flexible schedules and mobile work options.
• A great total compensation and benefit package WA State Government Benefits
• A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
• 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. HCA has five employee resource groups (ERGs). ERGs are voluntary, employee‑led groups whose aim is to foster a diverse, inclusive workplace aligned with HCA’s mission.Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace.

Studies have shown women, racial and ethnic minorities, and persons of disability are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. Persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are also encouraged to apply. If you have any questions about the required qualifications or how your experience relates to them, please contact us at [e-mail]. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Angelic Matthews at [e-mail].

The Washington State Health Care Authority (HCA) is an E‑Verify employer All applicants with a legal right to work in the United States are encouraged to apply.

E‑Verify® is a registered trademark of the U.S. Department of Homeland Security.

Subscribe to our weekly newsletter to receive a list of new job postings at HCA.