Legal Administrative Specialist

About the Role

We are seeking a Legal Administrative Specialist to join our Office of Enhancing Student Opportunities (OESO) at the Oregon Department of Education. This is a permanent, full-time, non-exempt position represented by the Service Employees International Union (SEIU). The role follows a hybrid work model, requiring onsite presence for collaboration, training, or tasks needing access to onsite resources. Employees approved for remote work must maintain a reliable, secure internet connection and a professional work environment.

Responsibilities

• Review and respond to Dispute Resolution email inboxes, including communications with parents, school districts, and legal counsel regarding case status and process questions.
• Process incoming Facilitated IEPs, complaints, mediations, and due process filings; coordinate contractor assignments by confirming availability and transmitting case documents, observing the standard 12-hour waiting period between assignments.
• Forward Statements of Concern and amendments to procurement; maintain the Dispute Resolution Docket and database with current case information, party details, and status updates.
• Process incoming invoices, complete case close-outs in the database, and ensure all case documents are accurately filed in the shared drive.
• Serve as a communication point person for parents, districts, legal representation, and contractors to answer questions, provide information, and ensure timely outcomes.
• Maintain various Dispute Resolution documentation and tracking hubs, including the DRS Database, J Drive Folders, Dispute Docket, and SmartSheet.
• Manage calendars, including scheduling meetings and trainings, editing orders, and handling contractor work orders.

Requirements

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR
• An equivalent combination of education and experience.

Skills

• Administrative Coordination and Organization: Experience managing multiple concurrent administrative workflows, including maintaining databases, tracking systems, and shared files. Keeps compliance-related materials, records, and calendars current, structured, and accessible across platforms.
• Professional Communication with Diverse Stakeholders: Experience serving as a primary point of contact for external audiences such as families, legal representatives, and agency partners. Communicates clearly, professionally, and with discretion in a sensitive or legally adjacent environment.
• Document Preparation and Technology Proficiency: Reviews, edits, and prepares formal documents with accuracy and version control before distribution to external parties. Advanced proficiency with Microsoft 365 (Outlook, Teams), Smartsheet for workflow tracking, and basic graphic design skills (e.g., Canva, Adobe Suite) for visuals and presentations.
• Judgment, Prioritization, and Project Management: Exercises independent judgment in prioritizing tasks, managing competing deadlines, and handling sensitive information appropriately. Maintains progress across multiple workstreams with consistent follow-through.
• Knowledge of Special Education and IDEA Programs (Preferred): Background or experience in special education, IDEA programs, or state/local education agency work, with familiarity with legal, compliance, or regulatory processes.

Pay

Salary range: $3,798 - $5,193 monthly. If the successful candidate is PERS-qualifying, the salary range will reflect an additional 6.95% ($4,051 - $5,554 monthly).

About the Team

The Oregon Department of Education’s (ODE) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. The Office of Enhancing Student Opportunities (OESO) supports this mission by assisting school districts in meeting the obligations of the Individuals with Disabilities Education Act (IDEA), overseeing federal program requirements, and supporting the Oregon School for the Deaf. The office works with state agencies, local districts, and other stakeholders on educational program planning, technical assistance, and system improvement in alignment with federal and state laws.