SOAH | Program Specialist V (Legal Secretary Team Lead)

Job Description

GENERAL DESCRIPTION

Performs advanced (senior-level) work as a legal secretary team lead in the Chief Clerk's Office. Work involves providing legal and administrative support and maintaining appropriate communications with Administrative Law Judges (ALJs), agencies, and the general public. Serves as a team lead providing direction and training to Legal Secretaries. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

This position works in a hybrid work environment where employees must be able to work physically in the office as needed, and/or at home, depending on business needs.

ESSENTIAL JOB FUNCTIONS

• Serves as a team lead to the Legal Secretaries in the Austin office.
• Provides direction and training to the Legal Secretaries in the Austin and regional offices.
• Ensures compliance of the department with all applicable laws, rules, and SOAH policies and procedures.
• Communicates effectively with all internal and external customers and stakeholders.
• Coordinates effectively with the Chief Clerk on all matters related to the function of the department.
• Prepares, proofreads, and edits legal and administrative correspondence, reports, studies, forms, and documents which may include legal terminology and technical, financial, medical, and legal discussions.
• Maintains and protects the confidentiality of case information, as required.
• Organizes and indexes legal and administrative documents.
• Reviews case filings for completeness, files them & serves them on the correct parties.
• Prepares documents using Microsoft products and Adobe Professional.
• Responds to inquiries regarding SOAH rules, cases, policies, and procedures without giving legal advice.
• Reviews and processes mail for ALJs.
• Provides training as needed.
• Performs other duties as assigned.

Qualifications:

MINIMUM QUALIFICATIONS

• Four years' experience in legal secretary/administrative positions, requiring expertise in office practices and procedures, legal principles, administrative support, or records management.
• Experience in the use of Microsoft Word, Microsoft Excel, Adobe or database software programs.
• College credit may be substituted for experience on a year-for-year basis.

PREFERRED QUALIFICATIONS

• Experience in a lead or trainer type position.
• Experience in a court or legal setting.
• Experience with case management, docket management or court administration systems.
• Experience in using e-File Texas.

REGISTRATION, CERTIFICATION, OR LICENSURE

• Valid driver's license.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrable knowledge of record keeping systems and data base management.
• Demonstrable knowledge of general office practices, basic writing, grammar, spelling, and sentence structure.
• Knowledge of legal practices and terminology.
• Demonstrable skill in the use of computers and office equipment.
• Skill in the use of reference materials.
• Skill in the use of Windows, Microsoft Office (MS) products, including MS Word and MS Excel, Outlook, Adobe Professional and eFile Texas.
• Ability to use an automated case management system.
• Ability to receive and respond positively to constructive feedback.
• Ability to work cooperatively with others in a professional office environment.
• Ability to use sound judgement.
• Ability to prepare legal correspondence and documents.
• Ability to maintain files and records.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to communicate clearly, effectively, and accurately, orally and in writing.
• Ability to work effectively with the public, attorneys, and SOAH employees.
• Ability to organize and prioritize multiple work tasks and communicate work deadlines.
• Ability to analyze problems, develop practical solutions, and perform accurate detail work.
• Ability to train and supervise others.
• Ability to lift up to 30 pounds.
• Must be able to work physically in the office regularly as needed and at home, depending on business needs.

VETERANS

• Use your military skills to qualify for this position or other jobs. Please visit the Texas Workforce Commission's Skills to Work at https://texasskillstowork.com/ to translate your military work experience and training courses into civilian job terms, qualifications, and skill sets.
• Additional military crosswalk information may be found on the Texas State Auditor's website at: https://hr.sao.texas.gov/compensation/militarycrosswalk/mosc_ProgramManagement.pdf

ADDITIONAL INFORMATION

• Selected applicant must reside in Texas.
• Professional references may be requested following the interview.
• Applicants will be required to provide their own internet access to work from home in the hybrid environment.
• Applicants contacted for interviews who need special accommodations should notify Human Resources prior to the interview.
• The State Office of Administrative Hearings is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, pregnancy, gender identity, sexual orientation, national origin, age, genetic information, or disability in employment or provision of services.

• The State Office of Administrative Hearings participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
• Criminal background checks, driving history, and reference checks are conducted on all applicants selected for hire.
• Men aged 18 through 25 must be registered with the Federal Selective Service System or have an exemption from registration.

BENEFITS

Positions with the State Office of Administrative Hearings may offer the following benefits:

• State-paid health insurance (a 60-day waiting period will apply if not currently employed by the State of Texas)
• State-paid life insurance for the employee
• Retirement plan
• Monthly annual and sick leave accruals
• An average of 13 paid holidays per fiscal year (September 1st through August 31st)
• Participation in agency-sponsored work alternative programs
• Participation in agency Employee Assistance Plan (EAP)
• Dependent health insurance
• Texa$aver 401(k) and 457 programs
• TexFlex healthcare and dependent care reimbursement accounts
• Dental insurance
• Term life insurance
• Short-term and long-term disability coverage