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Office Assistant 2

Company: State of Washington
Location: Olympia
Posted on: June 9, 2021

Job Description:

Applications will be reviewed after June 7, 2021.  The hiring manager may make a hiring decision at any time.  It will be in your best interest to apply as soon as possible. 

Agency Profile:

The WSBTA is the state-level administrative tribunal for tax matters.  The agency maintains public confidence in the state tax system by providing an accessible, fair, and efficient process for resolving taxpayer appeals from decisions of state taxing authorities.

The agency is composed of three board members, appointed by the governor, and currently employs an Executive Director, seven Tax Referees (or hearing officers), and five administrative staff members.

For a complete description of the rules and statutes pertaining to the WSBTA's operation, see the agency's website at - Washington State Board of Tax Appeals 

 

About the Office:

The Board of Tax Appeals receives between 1,500 and 2,000 new case filings a year, with approximately 2,700 active cases in house at any one time. The Legal Assistant receives appeals filed with the agency, performs a variety of administrative duties, and serves as the agency point of contact with the public. This position is responsible for reviewing all appeals for compliance with statutes, rules, and jurisdiction while following established guidelines, procedures, and deadlines for processing appeals. The Office Assistant reports to the Executive Director.

 

Who we are looking for:

You need to be reliable, a great team player as we work closely as a team, good customer service skills able to handle situations as you will be the first person people see.  

 

Why you would want this job:

You will have training opportunities and will gain knowledge and experience to grow and promote.  You will not only be doing clerical duties, but also legal duties in a legal setting.  You will have the opportunity to work with other state agencies and a variety of people.

Some of what you will enjoy doing includes:

 Monitors, coordinates, and tracks appeals received through the office and e-file system

  • Evaluates submissions for completeness, making requests as needed to parties for additional materials
  • Updates and handles all appeal acknowledgement templates
  • Handles case submission records, including reviewing, and uploading submissions into our case management system
  • Responds to public inquiries on agency procedures and rules
  • Performs data entry and navigates legal databases by processing appeals

Examines new appeals to determine jurisdiction

  • Reviews county Board of Equalization or Department of Revenue's order/decision for compliance with applicable statutes and rules to ensure jurisdiction
  • Reviews all incoming documents for timelines

Performing data entry and navigating case management system

  • Creates and maintains legal files, both hard copy and electronically; reviewing and identifying relevant information for docketing; coordinating, and scheduling

Performs administrative tasks

  • Proofreads and edits legal documents for content and grammar
  • Provides secretarial support for Hearing Officers and Executive Director
  • Answer telephones and in-person inquiries
  • Reviews incoming requests for actions needed
  • Works in small units to complete special projects
  • Deal tactfully with difficult parties
  • Processes and files all incoming mail for agency

Support the work of Hearing Officers

  • Obtains all necessary case materials 
  • Communicates with parties or other agencies to coordinate briefings or other filed materials
  • Assist with recordings, copies, witness rotations, or other hearing needs
  • Confirm parties' attendance or case withdrawals

REQUIRED:

  • A high school diploma or GED equivalency  
  • One year of clerical or administrative experience in an office environment or an equivalent position requiring time-management and supervision or support
  • Highly proficient in use of personal computers
  • High level of proficiency in MS Outlook, Word, and Excel
  • Strong verbal and written communication skills
  • Strong analytical and problem-solving skills
  • Service-oriented approach to customer service
  • Ability to: 
  • Effectively manage and prioritize workload by importance and/or deadlines
  • Independently identify and resolve issues by exercising sound judgment
  • Identify and implement process improvements
  • Learn new programs, procedures, and applicable agency statues and rules through self-study

PREFERRED:

  • College work or degree
  • Experience with PowerPoint and Adobe Pro
  • Knowledge of state tax appeals system and the Administrative Procedures Act
  • Knowledge of legal documents, terminology, and court filing procedures
  • Experience in identifying and implementing process improvements or applying lean principles
  • Ability to type 65 WPM

READ THE FOLLOWING INSTRUCTIONS COMPLETELY:

Please attach the following documents in order to be considered, failure to do so may result in you not being considered for the position:

  • A letter of interest that shows your personality and voice to describe why you are the successful candidate and how you meet the specific qualifications for this position; 
  • Current resume, detailing experience, and education.

You will want to ensure you have a current list of at least three (3) professional references with current contact information attached or available to provide at the time of interview.

NOTE:   

The initial screening will be solely based on the contents and completeness of the "duties summary" section of your application in Careers.wa.gov, completeness of the application material submitted, and the supplemental questionnaire.  A resume will not substitute for completing the "duties summary" section of the application. Responses to the supplemental questionnaire regarding work experience must be reflected in the "duties summary" section of the application.  

 

By submitting materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.

 

The Washington State Board of Tax Appeals celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity diversity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

 

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

 

Persons with a disability who need assistance with their application or need this announcement in an alternative format, may call (360) 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.

 

The State of Washington is committed to creating a diverse and inclusive culture. We encourage women, veterans, people of color, and persons with disabilities to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, age, gender identity, sexual orientation or any other characteristic protected by law.

 

Should you have any questions regarding this position or the online application, contact Angie Anderson at (360) 407-8446 or jobs@des.wa.gov 

Keywords: State of Washington, Olympia , Office Assistant 2, Other , Olympia, Washington

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