Job Description

DES is seeking an experienced and highly motivated individual to join our team as a Legal Assistant 3. This position is responsible for performing quality and consistency reviews of Appellate Services Administration (ASA) Exhibits, Decisions, and Dispositions for all DES programs. This role assists Hearing Officers (HO) to review, create, and process legally binding documents, including but not limited to responsive orders granting or denying motions to vacate and remand, orders in response to requests for postponement of hearing, requests for Subpoenas and requests for withdrawals of hearings. It will also be responsible for confirming adherence to Federal and State laws and regulations, as well as, agency and program practices, policies, and procedures to ensure compliance and consistency in appeals files, hearings, and decisions. Travel may be required.


This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.


The State of Arizona strives for a work culture that affords flexibility, autonomy, and trust. Across our many agencies, boards, commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona, unless an exception is properly authorized in advance.

Job Duties:

Essential Duties and Responsibilities include but are not limited to:

• Review and perform complex analysis of procedural, jurisdiction, and other issues. Review appeal files and/or records prepared by staff for Hearing Officers to use in administrative hearings, or for Appeals Board review of lower authority hearings and decisions. Completes legal research and analytical abilities to identify issues and pertinent legal documents for hearings. Monitors and prepares reports to meet federal and state requirements.
• Assists in reviewing, assigning, elevating, and approving work products. Trains, coaches, evaluates and identifies training needs and works with management to develop and deploy training to ensure ongoing development and implementation of program reorganization plans, workload prioritizing, and special projects.
• Ensure accurate and timely Notice of Hearings are provided to all parties, with all necessary documents for full and fair due process hearings. Assist in ensuring that all Decisions, Dispositions, and Notices contain accurate and current statements of the applicable statute or citation.
• Respond to telephone, in-person, and written inquiries, elevated docket calls, complaints and requests and communicate on behalf of Hearing Officers to prevent 'ex parte' communication with parties, Attorney General's office, department representatives and the public as directed. Register parties for hearings, make appropriate case notes in case management systems and databases. Travel may be required.
• Perform legal and other research using a variety of resources, including case management systems, databases, and program software. Prepare standard work measures and workflow reports. Attend meetings and trainings as instructed by supervisor and management.
• Review Motions received from parties to timely write and issue Decisions or Orders on procedural matters for Dismissals, Motions to Vacate and Remand, Requests for Subpoenas, Postponements, and Withdrawals, etc.
• Resolution of complex problems requires legal research and analytical abilities to identify issues and pertinent legal documents for hearings.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Concepts, terminology, principles, and procedures of American law administrative hearing procedures
• Legal research techniques and resources
• Vast knowledge of paperless appeals systems, Appeals Processing System (APS), and case management systems
• Operational analysis and evaluation techniques and methods.
• Organization and maintenance of confidential paper and electronic files
• Programmatic and statistical data analysis and interpretation
• Customer service techniques: telephone and in-person
• Confidentiality and ethical guidelines for professional conduct

Skills In:

• Analyze documentation to determine jurisdiction, issues, timeliness of appeal
• Strong customer service skills
• Analytical skills to conduct research, compile, organize and interpret data
• Excellent interpersonal, written, and oral communication skills
• Mathematical skills
• Make presentations to management and executive teams
• Manage conflicts and resolve problems
• Excellent time management and project management skills

Ability to:

• Work with minimal supervision
• Multi-task successfully with a very high degree of accuracy and speed
• Quickly and effectively analyze problems and errors and implement solutions
• Think logically, to analyze complex appeals and resolve conflicts between competing information
• Communicate effectively, both verbally and in writing with all levels of staff and management
• Operate computer systems and software and input data and review case records
• Establish and maintain interpersonal relationships
• Focus without distraction on complex and detailed task for long periods
• Read, understand and interpret complex issues, laws, statutes, and policies
• Monitor legal requirements and meet deadlines
• Build a positive work environment and train employees to grow within DES

Selective Preference(s):

This ideal candidate for this position will have:

• Associate or bachelor’s degree from an accredited college. Paralegal or Legal Assisting Certification from an accredited University and three years' experience in a related field. Spanish/English bilingual: oral, written, reading. Knowledge of case management systems used on a daily basis such as HEAplus, APS, and AZTECS, etc.

Pre-Employment Requirements:

• This position may require driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify.

Benefits:

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Retirement:

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

Contact Us:

For questions about this career opportunity, please contact us at 520-235-3174 or OODHRstaffing@azdes.gov.

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