Hearing Coordinator

Initial Posting Date: 02/22/2024 Application Deadline: 03/07/2024 Agency: Employment Department Salary Range: $3,335 - $4,998 Position Type: Employee Position Title: Hearing Coordinator (Legal Secretary) Job Description: Do you have excellent organization, attention to detail, and time management skills? Do you thrive in a fast-paced environment with competing priorities? If so, apply now to join our team. The Office of Administrative Hearings is responsible for conducting administrative hearings for most state agencies in the State of Oregon. Our mission is to serve the public by providing impartial, fair, and efficient contested case hearing services to agencies, businesses and individual Oregonians throughout the state regarding issues that affect their daily lives, their businesses, and their professions. What you will be doing: This position will complete all tasks related to the efficient flow of hearings for the UI, Paid Leave or DMV program. The individual in this position must ensure that incoming case files are complete, accurately prepared, contain documentation specific to the issues, are properly entered in the computerized case tracking system, are promptly scheduled, issuing notices of hearings, issuing final orders and closing the case files. This position communicates regularly with attorneys, agency representatives, claimants, employers, businesses, ALJs and managers regarding processes and tasks. Additionally, this position may provide telephone coverage for other OAH program areas. For a complete job description, please click here. What we are looking for (Desired Attributes): Ability to work with minimal supervision while exercising sound judgment. Ability to consistently produce high quality work product while tracking multiple, short deadlines and heavy workload. Ability to pay attention to details, consistently review work product of themselves and others. Must be skilled at identifying errors and missing information. Experience working on a team that supports an organization in a demanding environment with short timelines. Ability to deal well with people who may be upset or confused, anxious and unfamiliar with the hearing process. Commitment to valuing diversity and promoting inclusion Required Minimum Qualifications: Two years of clerical/secretarial experience which included at least one year as a legal assistant or secretary for an attorney or judge or performance of legal support duties (such as preparing legal documents, maintaining legal records or researching legal information). Experience must include proficiency in word processing software. College coursework or training in Office Technology that included courses in legal terminology and legal office procedures may substitute for up to one year of the general clerical/secretarial experience (1-year = 40 quarter hours/30 semester hours). What's In It for You? A workplace that balances productivity with enjoyment and encourages learning and mentoring. Rewarding work in a fast-paced, creative environment with colleagues who are passionate about public service. Work/life balance, 11 paid holidays a year, and a competitive benefits package. If you have federal student loan debt or are thinking of going back to school, then you may benefit from the Public Service Loan Forgiveness Program (PSLF). PSLF allows you to make 120 qualifying payments on your student loan while working full-time for a qualifying employer. PSLF student loan debt may be forgiven. Please visit the website for more information and/or verification. How to Apply: External Applicants: Click on the "Apply" link above to fill out the online application and submit by the posted closing date. Please use the name you want us to address you by. Current State of Oregon employees (this includes temporary employees) OED/Statewide employees: Apply through your employee Workday account. Please ensure the work history in your applicant profile is up-to-date and reflects your current position. Attach a resume. Please upload your documents in the "Resume / Cover Letter" section of the application. In addition to your related work experience and education, we will use the attributes and minimum qualifications listed under the "What We Are Looking For" section above to determine whom to interview. Please make sure the attributes and minimum qualifications you possess are clearly demonstrated in your application materials. Important: Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application. Additional Information: This position is represented by the Service Employees International Union (SEIU). This recruitment may be used to fill future Permanent, Limited Duration, Job Rotation and Temporary vacancies as they occur. Please ensure you've provided a thorough and updated application as it pertains to the position for which you are applying. This will be used to determine the salary offer based on a pay equity assessment. The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%. Please review the Classification and Compensation page for more details, or you may visit our website for information on Pay Equity. United States Employment Eligibility: The Office of Administrative Hearings does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. The Office of Administrative Hearings is an E-Verify employer. If you are the successful candidate you must present your I-9 acceptable documents (See page 3) for employment verification. Work Location Information: This position will report to the Salem office full time during training, and may be approved for hybrid remote work once training is completed. Hybrid remote work suitability is evaluated based upon business needs at the time of hire. Hybrid remote work approval can be revoked at any time. Candidates are expected to: Reside within (or be willing to relocate to) Oregon, or one of its bordering states within a reasonable commuting distance (e.g. Vancouver, Washington). Be able to report to the office location listed in the job posting, as necessary. Demonstrate access to a broadband internet connection that meets or exceeds the minimum acceptable requirements; Click Here to view the minimum acceptable requirements. OED IT Services will provide the necessary hardware to employees who are approved for remote work. Have a private workspace. Maintain good standing (i.e. no performance or attendance issues). Veterans' Preference: Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: Veterans Resources, or call Oregon Department of Veterans' Affairs at: 1 . NOTE: If claiming veterans' preference, please be sure to check your Workday account for pending tasks or actions under your "My Applications" section. Equity and Inclusion: We foster fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, age, veteran status, disability, or status as a victim of domestic violence, harassment, sexual assault, or stalking. This policy applies to every aspect of our employment practices, including recruitment, hiring, retention, promotion, and training. View guidance our hiring managers use at the following website: Equity and Inclusion Recruitment Questions Please read more about our Gender Identity and Expression Procedure. Criminal Records Check: The Office of Administrative Hearings is committed to being a leader in providing its employees with fair and equal employment opportunities and recognizes that as a best practice in equity and inclusion, criminal background check policies shall be job related and consistent with business necessity. For positions with authorized access to FBI Criminal Justice Information Systems (CJIS) information, a separate criminal records check is conducted by the Oregon State Police. If you would like further information on how each criminal records check is conducted, please read our Criminal Records Check Policy or contact us at the number below with any questions. Note: This position has been designated to have authorized access to Federal Tax Information (FTI) and FBI CJIS information. To verify identification, the successful candidate shall be subject to a criminal background check which includes CJIS fingerprint based record check. Contact Information and Helpful Links: If you have questions about the position or need an alternate format to apply, please contact us at -1289; . Please be sure to include the job requisition ID number. Reasonable Accommodations Interview Scoring Criteria used during recruitment Understanding the State Application Process Resources for Job Seekers