Legal Administrative Assistant - Investigation/Prosecution

FLSA - Non-exempt; Full-Time
Salary: $46,080 + Washington State Employee Benefits

The WSBA's mission is to serve the public and the members of the Bar, to ensure the integrity and equity of the legal profession, and to champion justice.
 
The Washington State Bar Association operates under the delegated authority of the Washington Supreme Court and exercises a governmental function authorized by the Washington Supreme Court to license and regulate the state’s nearly 40,000 legal professionals, including lawyers, limited practice officers, and limited license legal technicians. The WSBA both regulates legal professionals under the authority of the Court and serves its members as a professional association — all without public funding.  The WSBA administers the bar admission process, including the bar exam; provides record-keeping and licensing functions; administers the lawyer discipline system. and provides continuing legal education for legal professionals, in addition to numerous other educational and member-service activities.

About the position:

The position serves the public and membership by contributing to the efficiency of the WSBA’s Office of Disciplinary Counsel (ODC) and the accuracy of its work product. The primary purpose of the Investigation/Prosecution Legal Administrative Assistant is to provide administrative, investigative, and litigation support to a team manager and up to five Disciplinary Counsel Professionals. 

Primary Job Duties & Responsibilities:

Administrative Support

Provide administrative support to a group of approximately five lawyers; calendaring; scan and file documents electronically with the Supreme Court and Disciplinary Board; proofread; draft transmittal letters; organize electronic files; ensure that letters, documents, and pleadings are timely prepared. Use good judgment in responding to email messages and requests for documents or general inquiries. Transmit voluminous documents via secure file sharing application. 

Deposition and Hearing Support

Draft legal documents, pleadings, and correspondence for the lawyer’s signature; schedule depositions, settlement conferences, and hearings; coordinate with the court reporters and witnesses; send out subpoenas and arrange for service of process; calculate deadlines; and coordinate travel arrangements.

Review Committee/Disciplinary Board Support 

Prepare reports and orders for Disciplinary Board and Review Committee review, analysis, admonition, stipulation, and appellate matters based on the established schedules and timelines; identify documents for redaction and protective orders; assemble materials in the proper order; and update the Review Committee assignment in the discipline database.

Costs & Expenses 

Promptly review and submit all invoices received concerning individual cases. Follow up with vendors regarding billing discrepancies. Print out cost reports using Navision (internal accounting software). 

Research 

Print out dockets in JIS/Scomis, and locate records in PACER, LINX, or Personify (internal database) as directed by disciplinary counsel and team members. Research and gather discipline history records to use in evidence, perform internet searches related to grievance files, and locate addressees of returned mail.

General department administrative support 

Meeting planning, coordinate conference calls.  Scan and process incoming mail and faxes one day per week (onsite). Process the outgoing mail and fill in during absences of other administrative personnel. Assist with assignments relating to office-wide projects.

Other duties as assigned 

Education Required:

A.A. Degree or equivalent                                                                                                                                  

Education Preferred:

Working toward or completed Bachelor’s degree

Experience Required:

Minimum of one year of legal administrative assistant or other legal administrative experience or a minimum of two years of general office experience if accompanied by a legal administrative assistant or paralegal certificate or degree.

Experience Preferred:

Three or more years of legal or executive administrative experience, four or more years of general office experience, or paralegal or similar training.

Abilities/Skills Required:

• Internet and database research skills
• Familiarity with the legal system, legal terminology, court rules and filing systems
• Ability to operate various business machines
• Intermediate Microsoft Office Suite skills
• Familiarity with Outlook calendaring
• Strong editing, proofreading, and electronic formatting abilities
• Excellent communication and interpersonal skills

Abilities/Skills Preferred:

Advanced use of Word, Microsoft Office Suite 2010, and Adobe Acrobat Pro. Knowledge of Worldox, Box, online court filing and uploading systems, and the ability to learn new technical skills quickly.

Proficiencies:

Ability to use a telephone, computer, scanner, fax, and photocopier. Tolerate variable noise levels. Ability to follow directions and work well in a team environment. Must be willing to handle a range of diverse duties. Sit for extended periods and lift up to 30 lbs.

Position Work Location: This position may work primarily remotely. However, there will be a need to work in our Seattle offices a minimum of one day per week, and as deemed necessary by their supervisor.

WSBA Benefits:

• Flexible work location with the ability to work remotely (employees must reside in WA state)
• State of Washington Retirement system (PERS) including an optional Deferred Compensation Plan (DRS)
• Medical benefits through the WA Healthcare Authority, with WSBA paying a majority of the premium cost
• 100% coverage for employee Dental and Vision Coverage
• Short-Term and Long-Term Disability Plans
• Generous Paid Time Off Benefits (Vacation, Personal Days, Holidays, Sick Leave, and Emergency Leave)
• Professional Licensing Fees, paid LinkedIn Learning, Continuing Legal Education through WSBA, and a generous reimbursement policy for learning and development activities
• Transportation Incentives for those who qualify, and paid parking
• Employee only incentives via LifeMart
• If working primarily remote, reimbursement may be relevant for specific purchases related to setting up a home office
• WSBA promotes and fosters a strong culture of work/life balance, Staff Appreciation Events, and an Employee Assistance Program
• You will be working with a team of supportive, collaborative, creative, and dedicated colleagues driven to accomplish our WSBA Mission.

For immediate consideration, candidates must apply online here and submit the following required materials: online application, and comprehensive cover letter, and resume. Applications will not be considered without a cover letter.
 
 WSBA employees must have been fully vaccinated against COVID-19 as of November 1, 2021. All new employees are required to present proof of vaccination status at hire, unless they qualify for a medical or religious exemption, and are approved for an accommodation by Human Resources.
  
The WSBA is committed to fostering a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.