Paralegal III

Job Description

Job Description

Paralegal III
Regulatory Services Department (RSD) – Washington State Bar Association (WSBA)

Salary Range: $64,464 to $64,464 + Washington State Employee Benefits and Retirement Plans
FLSA: Full-time, Non-Exempt
Work Location: Hybrid Commutable within Washington State

The WSBA's mission is to serve the public and the members of the Bar, to ensure the integrity of the legal profession, and to champion justice.

Purpose and Position Summary:

The key functions of the RSD Paralegal III position are to provide support and assistance to the lawyers in the Regulatory Services Department including in matters before the Character & Fitness Board, to provide general and legal research, writing, and analysis assistance to lawyers and the RSD management team, to assist staff liaisons in the administration of regulatory and Supreme Court boards, and to provide support to the department director in administrative matters. They also serve as Clerk to the Limited License Legal Technician (LLLT) Board and the Limited Practice Board for LLLT and LPO disciplinary matters. This position assists in complex matters and has primary responsibility for certain administrative tasks for the department. 

Primary Job Duties and Responsibilities:

Support for administration of the LLLT Board, Limited Practice Board, and Practice of Law Board 

• Coordinate board and subcommittee meeting and hearing schedules, and make facility, travel, court reporter and other meeting arrangements. 
• Prepare, organize, and distribute meeting materials, process expense reimbursements, and conduct expense tracking. 
• Draft agendas and correspondence. 
• Update webpages with meeting information and materials. 
• Host and attend meetings and hearings, taking notes and drafting minutes. 
• Respond to inquiries from the public and members including email in the LLLT, LPO, UPL, and Entity Regulation mailboxes. 
• Support staff liaison in the administration of programs under the purview of the Practice of Law Board, including the pilot project for entity regulation and complaints regarding the unauthorized practice of law. 
• Assist in preparing and grading limited license examinations, coordinate with exam graders to complete grading exams, and maintain limited license exam statistics. 
• Update and maintain information and public records for the LLLT Board, Limited Practice Board, and Practice of Law Board, including board rosters and information relating to the recruitment and appointment of board members.

Provide research, drafting, and analysis support and assistance to RSD lawyers and management team as assigned

• Review often voluminous application files to summarize relevant facts and potential issues for regulatory counsel and to identify especially important supporting documents, all of which assists regulatory counsel to resolve character and fitness matters in a timely and efficient manner. 
• Perform legal research and analysis to support preparation of legal documents, reports, draft court rules, presentations, and other documents for review by RSD lawyers. 
• Perform general research and analysis to support preparation of reports, projects, presentations, and other items as needed for RSD management, especially in support of innovative license programs. 
• Based on research and analysis, make recommendations for assisting regulatory counsel and RSD management on strategic planning and decision making. 
• Draft documents, including letters, reports, summaries of research results and conclusions, recommendations, legal memoranda, pleadings, presentations, materials for character and fitness investigations and hearings, and amendments to the WSBA Bylaws and court rules.

Serve as paralegal, clerk, and system administrator for the limited license discipline system

• Open, review, process, and analyze grievance files against Limited License Legal Technicians (LLLTs) and Limited Practice Officers (LPOs), ensuring accurate entry in the discipline database. 
• Communicate directly with grievant, respondent, and staff liaison/counsel to the board and, as directed, to corresponding board chair or discipline committee chair, to facilitate disposition of grievance files. 
• Serve as Clerk to the LLLT Board and the Limited Practice Board, opening proceeding matters, receiving and processing filings, managing proceeding dockets, ensuring accurate data entry, and maintaining the public record of LPO and LLLT discipline in accordance with the applicable Rules for Enforcement of LLLT Conduct (ELLLTC) or Rules for Enforcement of LPO Conduct (ELPOC). 
• Independently assess next steps to determine the necessary actions in process and safeguarding confidential information and personal identifiers. 
• Prepare and distribute materials to the Discipline Committees, the LLLT Board, Limited License Board, and the Supreme Court. Coordinate with the Office of Disciplinary Counsel in preparing materials for the meetings, and draft and serve orders on the parties after Board and Discipline Committee meetings. 
• Draft and publish limited license discipline notices for the Washington State Bar News and Discipline Notice Directory. 
• Serve as the records custodian for all limited license discipline files, which includes issuing custodian declarations for public records requesters and internal WSBA departments, as well as responding to requests for limited license discipline information. 
• Coordinate ongoing implementation, improvement, or management of discipline database and online filing system and submit and manage Litify tickets. 
• Collaborate with internal departments, WSBA IT, and external vendors to ensure that discipline database and online filing system functions accurately and efficiently. 
• Manage forms and reports, create and regularly update Litify forms and letter templates for grievances and proceedings, and work independently to resolve system issues in partnership with IT and other departments. 
• Provide comprehensive training to new WSBA RSD users on Litify processes and the online filing portal, while also supporting respondents and their counsel with registration and filing. 
• Is responsible for recommending improvements to system rules, reports, procedures, and processes, and for maintaining up-to-date procedure manuals that reflect current practices and essential job functions. Through these efforts, the person in this role ensures that all systems operate smoothly and meet the evolving needs of the limited license discipline system.

Assist in administration of departmental programs and responsibilities

• Monitor and distribute department scanned mail and e-faxes, 
• Attend and assist at all licensing exams, 
• Provide assistance and back-up to the Law Clerk Program Lead and other RSD staff as needed 
• Assist in the administration of departmental programs and responsibilities as assigned by the Director, Associate Director, or Managing Regulatory Counsel, including, but not limited to, maintaining records in compliance with the records retention policy and updating and maintaining procedures manuals. 

Perform other duties as assigned.

Education Required:

• Paralegal degree or certificate or very comparable degree or substantial equivalent, related experience. 

Education Preferred:

• Bachelor’s degree or equivalent education and experience

Experience Required:

• 5 years paralegal experience (or substantially equivalent), including document drafting, legal research, and data management; experience conducting online legal research on Westlaw or Lexis Nexis 

Experience Preferred:

• Previous employment in a paralegal or equivalent position in a legal or regulatory environment

Competencies (Skills/Abilities) Required:

• Clear, professional written and oral communication to a variety of audiences
• Strong customer service orientation with the ability to interact with a variety of stakeholders with responsiveness and clarity
• Attention to detail and accuracy in all work
• Ability to interpret and apply rules, regulations, policies, and procedures
• Maintain confidentiality and exercise professional judgement and ethics
• Proficiency with Microsoft 365 and the ability to learn and use new software and technology platforms including Zoom, and Adobe Professional
• Excellent database management skills including ability to monitor a database’s performance and evaluate complex information coming from a variety of sources
• Ability to identify legal issues and find relevant case law, court rules, and statutes and are on point and/or that cover the principle or issue
• Demonstrated ability to organize and prioritize multiple competing tasks in a fast‑paced environment, supported by strong analytical and problem-solving skills.
• Advanced and proficient legal research and writing skills, including the ability to conduct effective online research using LexisNexis and other legal research platforms.
• Ability to work with minimal supervision and use good judgement

Competencies (Skills/Abilities) Preferred:

• Editorial / proofreading skills

Working Conditions:

This is a Hybrid - Commutable position and job duties may be performed in person or remotely. All WSBA staff must be flexible to work in office or travel within WA state as deemed necessary, or as required. This position will need to work in the office occasionally for certain tasks (e.g., in person board meetings and LPO exam related work), and travel and work at other locations in the state (for licensing exams) which may require evenings and overnights.

The WSBA headquarters are the primary location while working for the WSBA regardless of where staff may reside within Washington. WSBA does not offer fully remote positions and reserves the right to require employees to work in-person and on-site at the WSBA headquarters or at any worksite necessary to fulfill job duties. For remote work (if applicable), staff must have an adequate work environment and internet access for performing work of a sensitive and confidential nature. Staff are required to use a personal smart mobile device for multifactor authentication via a WSBA authorized App.

Employment with the Washington State Bar Association mandates that WSBA Staff must reside within the State of Washington at the time of hire, and during active employment status.  

The essential functions of the job that must be performed, with or without a reasonable accommodation: This position must be able to regularly work WSBA’s business hours in an office type environment (remote or in office), possess the ability to primarily sit/stand and use a computer, and lift/push/pull items weighing up to 25 pounds. Must be able to use standard computer and office equipment (e.g., copiers, scanners, printers, phones, fax, etc.).

For consideration and to apply: interested and qualified candidates must apply online and submit the following required materials: both a comprehensive resume and a cover letter describing your interest and experience in this position. Applications submitted without a cover letter will be considered incomplete. 

WSBA Staff must be authorized to work in the United States on a permanent basis, upon hire. This position is not eligible for Sponsorship.

WSBA administers pre-employment background screening upon a contingent verbal offer, and prior to hire.

The WSBA is subject to Washington State Court Rules General Rule (GR) 12.4, which specifies the Bar’s responsibility and process to provide public access to Bar records.

WSBA Benefits Include:

• State of Washington Retirement system (DRS/PERS), including an optional Deferred Compensation Plan (DRS/DCP).
• Medical benefits (including Rx) through the WA Healthcare Authority, with WSBA paying a majority of the premium cost.
• 100% paid premiums for employee Dental and Vision
• Long-Term Disability and Life Insurance Plans
• Generous Paid Time Off Benefits (sick/PSSL, vacation, holiday, float, emergency leave)
• Transportation incentives, *based on primary work selection requirements.
• Allowance to set up a home office, *based on a primary remote work selection. 
• Free Employee Assistance Program, and National Employee Discount Program
• The WSBA is a Public Student Loan Forgiveness (PSLF) eligible employer
• Eligible tuition assistance and continued training programs 
• You will be working with a team of supportive, collaborative, creative, and dedicated colleagues driven to accomplish WSBA’s Mission
• A company culture that truly focuses on a quality work and life balance for its staff through our 4 Pillars:  1) Excellence (Mission-driven results), 2) Unity (Team-driven results), 3) Integrity (Value-driven results), and 4 JOY! (People-driven culture).

The Washington State Bar Association (WSBA) 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; provi