Legal Assistant 3 DOH8978

About the role

This position offers a hybrid work arrangement, combining remote work with scheduled onsite work at the DOH facility in Tumwater, WA, approximately two days per week after completion of the initial training period. Frequency may vary depending on casework, workload demands, training requirements, meetings, and other operational considerations. The Legal Assistant 3 provides independent expert-level support to staff attorneys and paralegals within the Health Systems Quality Assurance (HSQA), Office of Investigative and Legal Services (OILS). Responsibilities include final formatting and processing of legal documents in compliance with agency guidelines and ensuring allegations of misconduct or unsafe care are addressed and resolved efficiently. In this role you will respond to questions from the program, professions, and the public concerning policies and procedures of the legal office, and collaborate with the Office of Customer Service, Office of Health Professions, and other DOH staff to effectively carry out disciplinary services, helping to protect and improve patient safety for everyone in Washington.

Responsibilities

• Drafts and formats disciplinary documents and assembles supporting materials.
• Distributes documents for signatures and processes them for service or judge review.
• Receives, reviews, and logs incoming mail, faxes, and emails.
• Verifies evidence page numbering, converts files to .pdf, and transfers them to the Attorney General's Office via Box.com (AG Service Coordination – RAGS).
• Scans hardcopy documents and email to staff based on specific protocols (Digital Archiving).
• Updates, crosschecks, and closes disciplinary files in the enforcement database.
• Links newly received documents and database actions to their corresponding legal or compliance files.
• Researches related open or closed cases and duplicate disciplinary complaints (Companion Case Research).
• Consults with internal database users to resolve technical system problems.
• Fixes data entry errors to ensure the accuracy of enforcement database reports.
• Schedules and logs hearing dates in Outlook for staff attorneys and paralegals.
• Coordinates meetings with legal and investigative teams to map out timelines for summary motions.
• Receives physical evidence, reviews transfer memorandums, logs movements in the database, and safely routes hardcopies (Chain of Custody Management).
• Works with investigators, attorneys, case managers, and compliance officers to deliver disciplinary services.
• Identifies daily workflow errors and recommends procedural or form changes to supervisors.
• Updates office procedure manuals, online databases, and reference materials as directed.
• Applies specialized knowledge of disciplinary and adjudicative proceedings and policies to daily work.

Requirements

• Option 1: Four years of experience in a legal environment in support of an attorney, administrative law judge(s), review judge(s) or equivalent, such as general clerical, customer service, reception/administrative support, office management, operations or forms and records management.
• Option 2: One year as a Legal Assistant 2.
• Option 3: A two-year degree in Legal Secretary Studies, Paralegal Studies, or related field of study plus 2 years of legal office experience or equivalent, such as general clerical, customer service, reception/administrative support, office management, operations or forms and records management.

Skills

• Collaborates – Building partnerships and working collaboratively with others to meet shared objectives.
• Customer Focus – Building strong customer relationships and delivering customer‑centric solutions.
• Decision Quality – Making good and timely decisions that keep the organization moving forward.
• Values Differences – Recognizing the value that different perspectives and cultures bring to an organization.
• Being Resilient – Rebounds from setbacks and adversity when facing difficult situations.
• Demonstrates Self‑Awareness – Uses feedback and reflection to gain productive insight into personal strengths and weaknesses.
• Self‑Development – Actively seeks new ways to grow and be challenged using formal and informal development channels.
• Cultural Humility – Demonstrates the ability to take action to learn and grow, facilitating the development and integration of diverse perspectives, and honoring the different cultures represented in the agency.
• Equity and Inclusion – Demonstrates the ability to take action to meet the needs of others, removing barriers to accessing shared resources, and promoting a culture of equity, social justice, and belonging.
• People Impact Orientation – Demonstrates an ability to take action to adapt and adjust work and behaviors to increase positive impact on others.
• Skilled at working with difficult customers and prioritizing tasks.
• Ability to be a positive team member and seek continuous improvement.
• Time management skills that ensure tasks are complete with