Senior Legal Administrative Assistant

Job Description

Job Description

POSITION SUMMARY

HFSC is now seeking a full-time Senior Legal Administrative Assistant (Sr. Legal Admin). Under the direction of the Public Information and Records Management Officer (PIO/RMO), the primary job duty of the Sr. Legal Admin is to provide support to the Legal Department and forensic sections in furtherance of their compliance with legal obligations. The Sr. Legal Admin primarily performs complex administrative tasks related to records requests, receiving staff subpoenas, responding to inquiries from the public and stakeholders, as well overall records management. Generally, they utilize standard operating procedures to perform tasks; however, the Sr. Legal Admin is expected to exercise independent judgement in resolving issues and concerns related to the roles and responsibilities listed below, consulting with the PIO/RMO as needed. Additionally, the Sr. Legal Admin provides direction to the Legal Administrative Assistant (Legal Admin) and similar legal support positions on administrative functions and trains new staff members in administrative roles. Specific duties may include, but are not limited to, the following:

Records and Subpoena Management

• Acts as primary point of contact for internal staff and external legal stakeholders.
• Drafts and distributes responses to court orders, subpoenas, motions, and complex records requests.
• Verifies accuracy and completeness of critical documents.
• Assist with ascertaining case status, court dates and coordinating pre-trial meetings between prosecutors and expert witnesses.
• Compiles, reviews, and verifies full case file productions for accuracy and completeness in fulfilling records requests, including CCP 39.14 requests.
• Ability to liaise with HFSC personnel to compile the requested records when necessary.
• Ability to liaise with and manage multiple relationships and deadlines with officers, prosecutors, judges, and other court personnel in the court system.
• Responds to court orders (including discovery orders, subpoenas for records, and consumption orders).
• Processes motions and petitions, including but not limited to:
  • Expunctions
  • Withdrawal of Consent requests
  • Brady requests
  • Provides backup support to the Legal Admin as needed in managing Case File Room duties.
  • Provide assistance to the HFSC Records Management Officer in administrative tasks related to records management projects, including records creation, retention, production, and destruction.
  • Recommends innovative new processes that will benefit the division.

Interfacing with the Public and Stakeholders

• Communicates with prosecutors, defense attorneys, law enforcement agencies, judges, and HFSC legal counsel to ensure responses are consistent with applicable law.
• Coordinates pre-trial meetings between prosecutors and expert witnesses and assists with confirming court dates and case status.
• Utilizes tools for the tracking of calls, emails and other stakeholder communication channels.
• Provides backup support to the Legal Admin as needed in managing:
• Visitor management system (Envoy)
• Mail distribution
• General phone and front door coverage, greeting and responding to callers and visitors in a courteous and professional manner

Data Tracking, Reports, and Training

• Oversees monthly audits of the Case File Room (CFR) and CS/CM ticketing system to ensure compliance and quality control by Legal Admins.
• Records data for reports, surveys, audits, and internal performance tracking related to duties of Sr. Legal Admin and Legal Admin.
• In collaboration with the RMO/PMO, trains and monitors Legal Admin's ability to perform functions, providing authorization for the staff member to perform tasks independently when appropriate.
• Provides updates to staff in the Legal Division and throughout the organization, on changes in processes, as appropriate.
• Develops, implements, and updates appropriate training guidelines for division staff training in Legal Administrative functions.

Other duties as assigned.

MINIMUM EDUCATIONAL REQUIREMENTS

• Bachelor's degree in a related field is required.

MINIMUM EXPERIENCE REQUIREMENTS

• Minimum of 2 years previous experience in a similar role and industry is required. Similar industries include experience in a legal department or law office, governmental entity, forensic laboratory (records department), court/ court administration, or a county or district clerk's office.
  • Experience in the Harris County criminal justice system and/or a forensic laboratory environment is a plus.
  • Experience with JusticeTrax Laboratory Information System is a plus.

KNOWLEDGE AND SKILL REQUIREMENTS

• Demonstrated proficiency in Office Suite products; specifically, Microsoft TEAMS and Office 365.
• Demonstrated ability to use complex analytical skills to select and execute duties.
• Ability to manage multiple projects with quick turnaround times simultaneously.
• Excellent stakeholder management and interpersonal skills, including the confidence to interact with and influence personnel at all levels.
• Demonstrated skills in listening, responsiveness, flexibility, initiative, decision-making, and conflict resolution.

• Motivated self-starter requiring minimal guidance yet possessing ability to know when to ask for help
• Strong initiative as well as excellent teamwork, creative thinking and problem-solving skills
• Demonstrated ability to develop innovative solutions to problems.
• Excellent organization skills.
• Desire to learn the organization operations as well as the culture of HFSC; ability to quickly assess risk and provide meaningful mission focused guidance.

PHYSICAL DEMANDS

• Although most duties can be accomplished from a seated position with occasional walking and standing, the incumbent may need to squat or bend, reach outward or upward.
• Job incumbent must be able to lift/carry and/or push/pull up to 40 lbs.
• Job incumbent must be willing to travel to off-site locations.