Legal Assistant 3

University of Washington Medical Center•Seattle, WA

1d•$49,452 - $66,408•Hybrid

About The Position

The UW Division of the Attorney General’s Office is hiring a Legal Assistant 3 to perform legal assistant and administrative work in support of six assigned Assistant Attorneys General on the Employment Team. Reporting to the Paralegal 3, the position may serve as a point of contact between the Division and UW clients, other AGO divisions, outside and opposing counsel, witnesses, hearing officers, mediators, court personnel, and the public. The role requires strong written and verbal communication, attention to detail, time management, organization, flexibility, and the ability to work independently and as part of a team. It also requires integrity, discretion in handling confidential and privileged information, and professionalism. Special projects and other duties may be assigned. This is a hybrid position with a planned schedule of three days remote and two days onsite each week. The position is regular and full-time, with a first-shift schedule.

Requirements

High school diploma or equivalent and four years of experience in a legal environment supporting an attorney, administrative law judge, industrial insurance appeals judge, review judge, or equivalent; or one year as a Legal Assistant 2; or a two-year degree in Legal Secretary Studies, Paralegal Studies, or a related field plus two years of legal office experience; or a combination of five years of college education and/or relevant experience.
A bachelor’s degree may substitute for the Legal Secretary or Paralegal degree.
Ability to demonstrate skills in keyboarding, filing, proofreading, grammar, spelling, and use of office equipment if required by agency-specific skills testing.
Excellent written and verbal communication skills.
Attention to detail, strong organization and time-management skills, and ability to meet tight deadlines.
Flexibility and ability to work independently and as part of a team.
Integrity and discretion in handling confidential and privileged information.
Professionalism when dealing with individuals inside and outside UW and the AGO.

Nice To Haves

Prior experience working for a public governmental agency or higher education institution.
High proficiency with computers, MS Word, Outlook, Excel, and case management software.
Excellent communication and organizational skills; detail-oriented and able to remain calm under pressure.

Responsibilities

Maintain Outlook calendars for assigned Assistant Attorneys General (AAGs), schedule meetings and events, and respond to availability inquiries.
Coordinate multi-attendee meetings with UW personnel, AGO staff, outside counsel, and others, confirming meeting details and attendees.
Meet individually with AAGs about scheduling and help arrange meeting coverage when an assigned AAG is unavailable.
Schedule mediations, arbitrations, and meetings in coordination with mediators, arbitrators, union attorneys and representatives, witnesses, and UW personnel; reserve rooms and arrange court reporters.
Monitor litigation calendars and critical dates, track cases, identify next steps, and help ensure deadlines are met.
Monitor information about appeals, arbitrations, grievances, unfair labor practices, faculty adjudications, and other employment matters; post reminders and maintain the open-cases and statuses spreadsheet.
Assist with case preparation and management, including drafting or reviewing pleadings and citations, gathering documents, finalizing pleadings and exhibits for AAG signature, and filing, serving, and distributing court documents and correspondence.
Prepare exhibit notebooks for hearings.
Interpret and explain court rules, policies, and operating procedures; use federal and state court websites to search dockets and retrieve pleadings.
Maintain electronic case files and update Filevine and the file database with case information.
Interact with arbitrators, mediators, court reporters, union counsel, the Washington State Public Employment Relations Commission, and the Faculty Senate.
Review and process incoming mail and documents, identify necessary actions and urgent matters, and communicate with assigned AAGs as needed.
Apply relevant court rules and filing procedures to litigation-related work.
Receive cross-training and provide backup for other Legal Secretaries and Assistants.
Assist the Paralegal 3 with preparing and tracking Special Assistant Attorney General (SAAG) contracts, assignment letters, and amendments.
Maintain Legal Tracker e-billing software with the Paralegal 3 and other Legal Secretaries and Assistants, including system settings, matters and users, timekeeper rate sheets, invoice reviews, and responses to SAAG firms and UW users.
Assist paralegals as needed.
Provide reception backup when the Administrative Assistant Supervisor is absent, including answering the main office telephone, distributing mail, and greeting guests.
Screen calls to AAGs and respond to information inquiries while maintaining confidentiality under AGO and UW policies.
Participate on interview teams for vacant positions.
Open, organize, close, and retrieve hard-copy and electronic files for AAGs.
Proofread, revise, finalize, and send AAG correspondence, memos, and other communications.
Support AAGs with miscellaneous tasks and projects and maintain a chart of Employment Team assignment areas.
Assist with hiring and onboarding new AAGs.
Help AAGs with basic computer questions or problems and possibly conduct basic legal research.
Perform other duties as assigned.