Administrative Specialist

Administrative Specialist

The Washington State Office of Civil Legal Aid (OCLA) is an independent judicial branch agency. Created with an understanding that the provision of legal aid services to indigent persons is an important component of the state's responsibility to provide for the proper and effective administration of justice, OCLA's mission is to secure, invest and oversee the use of public funding for civil legal aid to low-income people in Washington State and to ensure accountability for public funds dedicated to the purpose.

Since 2005, OCLA has administered and overseen general civil legal aid in Washington. Today the agency also supports legal aid to victims of crime and domestic violence, children in foster care, kinship caregivers, indigent tenants facing eviction, and individuals reentering society following completion of their terms of incarceration. Through these programs, OCLA was able to serve 42,000 Washingtonians in 2023.

One of the programs OCLA administers is the Children's Representation Program (CRP). The CRP underwrites and oversees the delivery of effective standards-based, trauma-informed, and culturally competent attorney representation for children subject to dependency and termination proceedings. Since the CRP was established in 2014, the right to counsel for children has expanded and with it, the size and reach of the program. Full statewide implementation of this growing program will occur by January 1, 2032.

The CRP does not provide direct legal services but recruits, trains, supports, and oversees a contracted panel of independent attorneys who provide standards-based legal representation to children and youth in the child welfare system across Washington state. To achieve this, the CRP relies on a team of high-functioning, independent administrative support staff. The program is currently recruiting an Administrative Specialist to manage higher level programmatic support needs. This is primarily a hybrid/remote position that requires occasional travel in Washington State for meetings, events, and onsite work.

Duties

This position is part of the Children's Representation Program and is responsible for:

• Providing programmatic support as assigned in the receipt and review of contractor invoices for compliance with CRP policies, procedures, and other requirements; processing contractor invoices and routine payments, including verifying payment accuracy, obtaining necessary approval(s); and submitting to the CRP Director or their designee for prompt approval.
• Reconciling CRP financial data and receipts.
• Collecting and compiling data, including use and performance data, and preparing complex reports as directed by the CRP Director, CRP Training and Operations Manager, and CRP Oversight Manager.
• Supporting the CRP Director, or assignee, with development, maintenance, and implementation of programmatic policy and procedures.
• Supporting the CRP's external communications, including communicating on behalf of the CRP, monitoring assigned CRP inboxes, maintaining the agency website, and conducting copy editing for CRP.
• Supporting the CRP Director and CRP Oversight Manager in data collection and programmatic development of the administration of the contracted social worker panel.
• Assisting with the review, organization, and management of contractor resource materials.
• Assisting with the organizing and maintaining of contractor information.
• Assisting with organizational recruitment, including processing applications and managing the interview process.
• Providing administrative support to the CRP Director as needed.
• Participating in OCLA's Race Equity and Justice Statement of Purpose.
• Working effectively as a critical member of a small team of professionals in a highly mission-driven environment.
• Other tasks as assigned.

This position also serves as a backup to others within the agency and may complete other duties as assigned to support the CRP and OCLA.

Qualifications

Required Qualifications

• Experience working in the Microsoft 365 suite (Word, Excel, PowerPoint, and Teams) and demonstrated proficiency in Word, Excel, and Teams.
• Experience with data collection, entry, analysis and interpretation, and preparation of complex reports using Excel, case management, and/or other relevant systems.
• Ability to prioritize and manage a wide spectrum of tasks, handle short deadlines, work independently, and adapt as new and changing demands require.
• Exceptional administrative support skills.
• Ability to identify problems and develop strategies to ensure maximum efficiency and effectiveness.
• Experience with external communications, including outstanding interpersonal communication skills and the ability to communicate effectively verbally and in writing, both in person and virtually.

Desired Qualifications

• Experience with accounting or budgeting processes.
• Experience with policy and procedure review and amendment.
• Experience working within a remote environment.
• Experience working with diverse populations including racial, ethnic, linguistic, LGBTQIA2S+, disability, immigrant, and houseless communities.
• A strong desire to learn and grow personally and professionally.

Supplemental Information

Applications for this recruitment will only be accepted electronically. To be considered for this position you must include the following with your online application:

• Resume
• Cover letter which addresses qualifications as listed above
• A list of three (3) professional references

Benefits

Washington State offers one of the most competitive benefits packages in the nation. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs. Read about our benefits: Insurance Benefits Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs. Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses. Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction. The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site. Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year. Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information. Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-