Legal Assistant 3

University of Washington; Seattle (WA); Hybrid; USD 49,000 - 66,000; Full time

Job summary

University of Washington is seeking a Legal Assistant 3 for the AGO Employment Team. This hybrid role supports six Assistant Attorneys General, coordinating scheduling, hearings, and case management tasks to keep matters on track.

The successful candidate will have strong written and verbal communication, attention to detail, and discretion handling confidential information, with experience in legal offices and proficiency with MS Word, Outlook, and Excel.

Qualifications

• Demonstrate minimum qualifications in a legal environment as listed.
• Proficiency with MS Word, Outlook, Excel, and case management software is preferred.
• Excellent communication and organizational skills, with detail orientation.

Responsibilities

• Schedule and coordinate meetings, hearings, and mediations for six AAGs.
• Monitor litigation deadlines and manage case information in Filevine.
• Provide general administrative support and back-up reception duties.
• Assist with SAAG contracts, invoices, and e-billing processes.
• Support AAGs with hiring, onboarding, and basic legal tasks.

Skills

MS Word

Outlook

Excel

Case management software

Communication skills

Organizational skills

Time management

Attention to detail

Education

High School diploma or equivalent

One year as Legal Assistant 2

2-year degree in Legal Secretary Studies/Paralegal Studies

Five years of college education and/or relevant experience

Bachelor’s degree may substitute

Tools

Case management software

Job description

Job Description

The UW Division of the Attorney General’s Office has an outstanding opportunity for a Legal Assistant 3 to join their team.

About this Opportunity

Reporting to the Paralegal 3, the Legal Assistant 3 is responsible for performing legal assistant and administrative work in support of six assigned Assistant Attorneys General (AAGs) on the Employment Team. The position may also act as a point of contact between the Division and UW clients, other divisions of the AGO, outside counsel, opposing counsel, witnesses, hearing officers, mediators, court personnel, and the public.

The position requires excellent communication skills (written and verbal), attention to detail, time management (and the ability to meet tight deadlines), organization skills, flexibility, and the ability to work individually and as a member of a team. A high level of integrity and discretion in handling confidential and privileged information, and professionalism in dealing with individuals inside and outside the UW and the AGO, is key. In addition to carrying out the routine duties detailed below, this position may perform special projects as requested.

This is a hybrid position with a planned telework schedule of 3 days remote, 2 days onsite per week).

Key Responsibilities

40% - Scheduling

• Maintain Outlook calendars for all assigned AAGs, including scheduling meetings/events and responding to inquiries for availability.
• Work with individuals at the UW, the AGO, outside counsel firms, etc. to schedule multi-attendee meetings, ensuring all concerned parties are clear as to the date, time, location, required and/or optional attendees, and purpose of the meeting.
• Meet with AAGs individually to discuss scheduling matters. Assist with finding meeting coverage when needed (i.e. when assigned AAG is not available).
• Schedule mediations, arbitrations, and meetings, including coordination of AAG schedules with the schedules of mediators, arbitrators, union attorneys and representatives, and witnesses, including UW personnel who need to be present at hearings. This also involves securing room reservations in various locations and arranging a court reporter.

30% - Litigation and/or Administrative Hearing Coordination

• Review calendaring of litigation critical events/dates and monitor cases to ensure no critical deadlines are missed. Identify next steps in litigation and/or adjudicatory process.
• Monitor receipt of information relating to appeals, arbitrations, grievances, unfair labor practices, faculty adjudications, and other employment matters, posting appropriate reminders and maintaining the open cases and statuses spreadsheet.
• Assist with case preparation and management, including: possible drafting and review of pleadings, including review of case citations; requesting and gathering information and documents in advance of court of board hearings and arbitrations; preparation and finalization of pleadings (including exhibits) for AAG signature; and e-filing, service, and distribution of court pleadings, exhibits, and correspondence.
• Prepare exhibit notebooks for hearings.
• Interpret and explain complex court rules, policies, and operating procedures. Navigate federal and state court sites to search for case dockets and retrieve copies of court pleadings.
• Maintain electronic case files and update case management system (Filevine) and file database with case information.
• This work requires frequent interaction with arbitrators, mediators, court reporters, union counsel, the Washington State Public Employment Relations Commission, and the Faculty Senate.

20% - Other Administrative Support

• Review and process incoming mail or documents and determine any subsequent actions needed.
• Identify urgent or time sensitive matters and communicate with assigned AAG as needed.
• If litigation related, apply specialized knowledge of various court rules related to legal practice subject matter and court filing procedures.
• Receive cross-training and serve as back-up for other Legal Secretaries/Assistants.
• Assist Paralegal 3 with the preparation and tracking of Special Assistant Attorney General (SAAG) contracts, assignment letters, and amendments.
• Work with Paralegal 3 and other Legal Secretaries/Assistants to maintain Legal Tracker e-billing software for submission of SAAG invoices. This includes maintaining all system settings, adding new matters and users, reviewing and approving timekeeper rate sheets, reviewing invoices as the initial billing guidelines review, and answering questions from SAAG firms and UW users.
• Assist Paralegals as needed.
• Provide backup services to reception in the absence of the Administrative Assistant Supervisor, including answering the main office telephone, distributing mail, and greeting guests.
• Screen calls to AAGs and respond to inquiries for information while maintaining confidentiality per AGO and UW policies.
• Participate on interview teams for vacant positions.
• Other duties as assigned.

10% - Additional Assistance to AAGs

• Assist AAGs with opening, organizing, closing, and retrieval of hard copy and electronic files.
• Proofread, revise, finalize, and/or send AAG correspondence, memos, and/or other communications.
• Communicate with, and support, AAGs with other tasks and miscellaneous projects as needed. Maintain chart of Employment Team assignment areas.
• Assist with hiring and onboarding new AAGs.
• Assist AAGs with basic computer questions or problems. Possibly conduct basic legal research.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

High School diploma or equivalent and four years of experience in legal environment in support of an attorney, administrative law judge(s), industrial insurance appeals judge(s), review judge(s) or equivalent

OR

One year as a Legal Assistant 2

OR

A two-year degree in Legal Secretary Studies, Paralegal Studies or related field of study plus two years of legal office experience

OR

A combination of five years of college education and/or relevant experience.

A Bachelor’s degree may substitute for the Legal Secretary or Paralegal degree.

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

Preferred Qualifications

• Prior experience working for a public governmental agency or higher education institution.
• High proficiency with computers and MS Word, Outlook, Excel, and case management software.
• Excellent communication and organizational skills. Detail oriented. Ability to keep calm under pressure.

About the Team

To learn more about the AGO, please visit our website: https://www.washington.edu/ago/

Compensation, Benefits and Position Details

Pay Range Minimum:

$49,452.00 annual

Pay Range Maximum:

$66,408.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [e-mail].

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.