Legal Secretary III

Job Description:
The Legal Secretary III performs highly complex (senior-level) legal secretarial work for the Regional Legal Services Department including regional and guardianship work for multiple attorneys. Works under general supervision with considerable latitude for the use of initiative and independent judgment. The position requires assisting attorneys with case management; tracking all aspects of assignments and cases using databases or other automated systems, maintaining files, calendars and case logs, redacting confidential information; coordinating and docketing cases for hearings; and filing and e-filing pleadings and other documents; The position has daily contact with internal and external contacts and requires the ability to understand and explain policies and procedures of the agency. The position requires the preparation and coordination of travel requests and the performance of other duties as assigned.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Prepares and proofreads legal and administrative documents, including correspondence, pleadings, discovery documents, exhibits and hearing decisions. (20%)

Assists in the organizing and compiling hearing materials, including the preparation and assembly of exhibits, trial notebooks, affidavits, discovery documents/pleadings and other documents. (15%)

Develops, coordinates, and maintains record-keeping and filing systems, (electronically and manually), regarding guardianship matters including subpoenas and open record requests, collections, and psychoactive medication hearings, and activity tracking logs. (15%)
Files and efiles documents with the court clerk's office as needed (15%)

Gathers and compiles materials and transmits documents for various projects for attorneys (10%)

Answers the phone, providing general information, routing calls, or taking messages as appropriate; reviews, processes and assigns mail; and maintains calendars of events. (10%)

Prepares, catalogs, and organizes standard forms, letters, and pleadings, and prepares the appropriate form letters with applicable modifications for the appropriate responses to requests from attorneys, other agencies, and the public regarding guardianship records, subpoenas, and open records requests related to guardianship. (5%)

Arranges meetings, interviews, and hearings, and contacts the court clerks when necessary. (5%)

Reviews, processes and assigns mail for legal staff; maintains and updates calendars and room reservations. (5%)

Knowledge Skills Abilities:
1. Effective written and verbal communication skills;
2. Ability to communicate complex administrative and legal issues both verbally and in writing;
3. Ability and skill in maintaining effective relationships, internally within the agency and externally with members of the public;
4. Knowledge of legal practices and terminology;
5. Ability to interpret policies, rules, regulations, and laws;
6. Ability to multi-task and develop and maintain systems to track multiple assignments and deadlines and provide the appropriate prompts to internal departments in order to meet required deadlines;
7. Ability to interpret and understand HHS policies and procedures;
8. Ability to use Microsoft Office application and office equipment (fax, copy machines, telephone, and computer) to perform the essential job functions;
9. Ability to create and maintain appropriate record keeping and filing systems;

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Experience in legal secretarial work. Graduation from a standard senior high school or equivalent is preferred. Experience and education may be substituted for one another.

Additional Information:
There is one position that may be located in either the San Antonio or Houston Office.

MOS Code:
27D; 270A; LN; YN; YNS; 4400; 4421; 4422; 4430; 5J0X1

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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