LEGAL SECRETARY 2, Legal Assistants/Secretaries - University of Washington

Req #: 234756 Department: WASHINGTON STATE ATTORNEY GENERAL'S OFFICE Posting Date: 06/14/2024 Closing Info: Closes On 07/05/2024 Salary: $3,907 - $5,241 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908\_a11y.pdf) As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty. **Legal Secretary 2 (NE S SEIU 925 Non Supv) - Healthcare Team** **Overview of the Attorney General's Office and its UW Division** The Washington State Attorney General's Office ("AGO") provides excellent, independent, and ethical legal services to the State of Washington and protects the rights of its people. The AGO's employees, in approximately 30 divisions and units located in 12 cities across the state, provide legal services to more than 230 state agencies, boards and commissions, and colleges and universities, as well as to the Legislature and the Governor. The AGO values diversity and recognizes that a workforce composed of employees with different backgrounds and experiences creates an inclusive work environment, strengthens positive relationships with the local community, and brings new perspectives and approaches to fulfill its mission. For more information about the AGO, you can review the Office's Annual Report, which can be found HERE ( https://agportal-s3bucket.s3.amazonaws.com/uploadedfiles/2022%20Annual%20Report.pdf) . The University of Washington Division of the AGO ("Division") provides comprehensive legal services to the University of Washington ("UW"), which operates three campuses (Seattle, Tacoma, and Bothell) and a large medical enterprise. UW enrolls more than 60,000 undergraduate, graduate, and professional students, employs over 45,000 faculty and staff, and is ranked among the best higher education research institutions in the country. The Division's office is located in the University District in Seattle. The division is comprised of 20 attorneys, organized into three teams (General Practice, Employment, and Healthcare), and 10 support personnel. The division provides legal advice and representation across a variety of specialized areas related to UW's broad array of operations and activities, including healthcare, employment law, labor relations, student affairs, admissions, real estate, compliance and risk services, ADA, Title IX, business law, intercollegiate athletics, public finance, bonds, intellectual property, tax, benefits, IT, gifts and trusts, and constitutional law. **Position Description** The position we seek to fill is the Legal Secretary to the Healthcare Team (though assistants/secretaries may also work with members of other teams). This position requires prior experience working in a law office or other legal setting, as well as general knowledge of legal process, legal terms, and the court system. Generally, duties and responsibilities include performing legal secretarial/assistant and administrative work in support of six assigned AAGs, as detailed below. This 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. This position reports to the Legal Assistant 4 and 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. **Duties and Responsibilities** 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. Send out meeting reminder notices and/or attachments as needed. Meet with AAGs individually to discuss scheduling matters. Assist with finding meeting coverage when needed (i.e. when assigned AAG is not available). Mail/Document Processing: 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. Litigation and/or Administrative Hearing Support: 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. Assist with case preparation and management, including: possible drafting and review of pleadings, including review of case citations; preparation and finalization of pleadings for AAG signature; and e-filing and distribution of court pleadings, exhibits, and correspondence. 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 (Law Manager) and file database with case information. Memberships, CLEs, and Travel Arrangements: Maintain various AAG organization memberships and accounts. Register AAGs for continuing legal education and other training opportunities. Prepare, submit, and manage travel authorization requests for assigned AAGs. Book travel and hotels for out-of-state conferences. Submit requests for travel reimbursements, ensuring that all travel aligns with UW, AGO, and other state policies. Additional Assistance for 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 Healthcare Team assignment areas. Assist with the preparation of monthly reports. Assist with hiring and on-boarding of new AAGs. Support the Healthcare Team in developing, and complying with, procedures related to private health information ("PHI") and compliance with HIPAA. Assist AAGs with basic computer questions or problems. Possibly conduct basic legal research. Guardianship Matters: Work with Legal Assistant 4 on requests for guardianships received from HMC and UWMC (both campuses). Work will include: review and processing of incoming requests for guardianships; communication with hospital social workers; assignment of new guardianship matters to outside counsel; opening and closing new matters in Law Manager and Legal Tracker; file maintenance; and tracking status of guardianship matters, including communication with outside counsel. Other Duties: Receive cross-training and serve as back-up for other legal secretaries/assistants. Assist Legal Assistant 4, as needed, with outside counsel contracts and billing. Assist paralegals as needed. Provide backup services to reception in the absence of the Administrative Assistant, 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. **MINIMUM QUALIFICATIONS - UW Contract Classified** Associate of Arts degree in Legal Secretarial Science or equivalent degree from an accredited college (90 total quarter credit hours or equivalency, with at least 20 quarter credit hours or equivalency in Legal Courses) or Legal Secretary Certificate from an accredited vocational institute. AND In addition to the above paragraph, one year of legal secretarial experience for an attorney, Administrative Law Judge, Industrial Appeals Judge, review judge or equivalent. OR Graduation from high school or GED equivalency and two years clerical typing, or stenographic experience and two years of legal secretarial experience for an attorney, Administrative Law Judge, Industrial Appeals Judge, review judge or equivalent. Completion of a Legal Secretarial Course offered by a community college or business school (45 total quarter credit hours or equivalency in semester hours, with at least 10 quarter credit hours or equivalency in Legal Courses) may be substituted for the two years of clerical, typing or stenographic experience. OR One year as a Legal Secretary 1. **Desired:** Prior experience working for a public governmental agency or higher education institution. High proficiency with computers and MS Word, Outlook, Excel, and Law Manager. Excellent communication and organizational skills. Detail oriented. Ability to keep calm under pressure. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.