Legal Secretary 2

Job Description

The Washington State Attorney General's Office, University of Washington Division has an outstanding opportunity for a Legal Secretary 2 (NE S SEIU 925 Non Supv) to join their team.

About this Opportunity

Reporting to the Paralegal 3, the Legal Secretary 2 is responsible for performing legal secretarial/assistant and administrative work in support of seven assigned Assistant Attorneys General (AAGs) on the Healthcare 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.

Key Responsibilities

Scheduling (30%):

• 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).

Mail/Document Processing (2.5%):

• 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 (5%):

• 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 (Filevine) and file database with case information.

Memberships, CLEs, and Travel Arrangements (2.5%):

• 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 (5%):

• 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 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 (30%):

• Work with Paralegal 3 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 Filevine and Legal Tracker; file maintenance; and tracking status of guardianship matters, including communication with outside counsel.

Other Duties (25%):

• 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.

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

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• 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 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.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

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.

Compensation, Benefits and Position Details

Pay Range Minimum:

$51,936.00 annual

Pay Range Maximum:

$69,744.00 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:

SEIU Local 925 Nonsupervisory

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 [email protected]. 

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.