Legal Administrative Specialist

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Job Description:

Position Title: Legal Administrative Specialist 

Classification: Administrative Specialist 1 

Salary: $3,798 - $5,193 ($4,051 - $5,554 PERS) 

Type: Permanent, Full-Time, Non-Exempt 

We are seeking a Legal Administrative Specialist to join our Office of Enhancing Student Opportunities (OESO) at the Oregon Department of Education. This is a permanent position represented by the Service Employees International Union (SEIU).  
 

This position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office. 

What you will do! 

The purpose of this position is to assist the Legal Specialist in the management of Dispute Resolution services within the Office of Enhancing Student Opportunities. This position serves as a communication point person, regularly interacting with parents, districts, legal representation, and contractors to answer questions, provide information, and ensure a timely outcome. This position is also responsible for the upkeep of a variety of Dispute Resolution documentation and tracking hubs, including the DRS Database, J Drive Folders, Dispute Docket, and SmartSheet. Additional duties include managing calendars (i.e, scheduling meetings and trainings), editing orders, and handling contractor work orders. 

Typical duties include: 

• Review and respond to Dispute Resolution email inboxes, including communications with parents, school districts, and legal counsel regarding case status and process questions 

• Process incoming Facilitated IEPs, complaints, mediations, and due process filings; coordinate contractor assignments by confirming availability and transmitting case documents, observing the standard 12-hour waiting period between assignments 

• Forward Statements of Concern and amendments to procurement; maintain the Dispute Resolution Docket and database with current case information, party details, and status updates 

• Process incoming invoices, complete case close-outs in the database, and ensure all case documents are accurately filed in the shared drive 

Please click here to view the full position description 

If you would like to retain a copy of this job post or the PD linked above, please print a copy before submitting your application.  Once the job posting has closed, you will not be able to access the posting. 

Application Instructions: 

A cover letter and resume are required and are an important part of the application process. Only these materials are considered during the screening process;  

• A cover letter (no more than 2 pages), highlighting your skills and experience, and demonstrating how your qualifications align with the required and desired qualifications for this role. 

• A current resume detailing your relevant experience and education as it will be used in place of the detailed Workday work history for this agency-specific recruitment.   

Additional application materials (such as letters of recommendation or transcripts) will not be reviewed. Cover letters and resumes are reviewed throughout the recruitment process by Human Resources and the Hiring Manager. 

Minimum Qualifications (required) 

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR 

An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR 

An equivalent combination of education and experience. 

Preferred Skills & Knowledge (Desired Attributes) 

• Administrative Coordination and Organization 
  Experience managing multiple concurrent administrative workflows, including maintaining databases, tracking systems, and shared files. Keeps compliance-related materials, records, and calendars current, structured, and accessible across platforms. 

• Professional Communication with Diverse Stakeholders 
  Experience serving as a primary point of contact for external audiences such as families, legal representatives, and agency partners. Communicates clearly, professionally, and with discretion in a sensitive or legally adjacent environment. 

• Document Preparation and Technology Proficiency 
  Reviews, edits, and prepares formal documents with accuracy and version control before distribution to external parties. Advanced proficiency with Microsoft 365 including Outlook and Teams for calendar and event coordination, experience using Smartsheet for workflow tracking and real-time dashboards, and basic graphic design skills (e.g., Canva, Adobe Suite) for visuals, one-pagers, and presentations. 

• Judgment, Prioritization, and Project Management 
  Exercises independent judgment in prioritizing tasks, managing competing deadlines, and handling sensitive information appropriately. Maintains progress across multiple workstreams with consistent follow-through. 

• Knowledge of Special Education and IDEA Programs 
  Background or experience in special education, IDEA programs, or state/local education agency work, with familiarity with legal, compliance, or regulatory processes. Preferred but not required. 

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of the attributes listed.    

Our Agency Mission and Office Culture:  

The Oregon Department of Education’s (ODE’s) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world-class, well–rounded, and equitable education system.  

The Office of Enhancing Student Opportunities (OESO) contributes to ODE’s mission of fostering equity and excellence for every learner through collaborations with educators, partners, and communities by providing support in overall school improvement efforts to Oregon’s school districts. The work of this office includes helping districts meet the obligations of IDEA for the education of students experiencing disability, the requirements of the federal program, and overseeing and supporting the Oregon School for the Deaf. The work of this office impacts local school districts, education service districts, professional associations, and other agencies involved in education programs in kindergarten through post-secondary education. Staff members work with a variety of state agencies and individuals on educational program planning, technical assistance, system improvement and development in line with federal and state laws/regulations.   
 
Oregon State provides amazing benefits! Follow the link below to learn more:  

Oregon Job Opportunities : Benefits : State of Oregon  

Application Resources & Information:  

• Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.  Be sure to submit your documentation prior to the close date of this posting to have the preference considered.  

• Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.  

• The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submission. These questions are necessary to complete the application process.  

• Please contact ode.jobs@ode.oregon.gov if you have any questions on the application process or need an accommodation under the Americans with Disabilities Act (ADA). Please be sure to include the job requisition number.  

• Oregon Job Opportunities: How to Apply (Internal & External)  

• Understanding the State Application Process  

• Resources for Job Seekers  

Additional Information:  

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%.  

• Review the Classification and Compensation page for more details on the classification, or you may visit our website for information on the job offer process following pay equity.  

• Future Vacancies: This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.  

• Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.  

The Department of Education is an equal employment opportunity & affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.  We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed.   If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.   

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