Legal Administrative Assistant

Job Description:

POSITION SUMMARY

HFSC is now seeking a full-time Legal Administrative Assistant (Legal Admin). Under the direction of the Public Information and Records Management Officer (PIO/RMO), the primary job duty of the Legal Admin is to provide support to the Legal Department and forensic sections in furtherance of their compliance with legal obligations. The Legal Admin primarily performs basic administrative tasks related to records requests, receiving staff subpoenas, responding to inquiries from the public and stakeholders, as well as records and visitor management. Additionally, the Legal admin provides support to the entire organization in performing basic administrative tasks related to managing the front door, receiving mail, and answering the main phone line. Generally, they utilize standard operating procedures to perform tasks; however, the 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. This position is 100% onsite and does not qualify for work from home/telecommuting. 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.
• Serves as custodian of records for HFSC’s case file room (CFR), including scanning, filing, shipping, and tracking case files, as well as manages CFR operations including,
  • Pull and re-file case files for analysts
  • Scan case files into LIMS for archival storage and offsite shipments
  • Processes simple records requests (excluding full case file compilations).
  • Processes simple Texas Code of Criminal Procedure Section 39.14 requests.
  • Processes Texas Code of Criminal Procedure, Chapter 64 property inquiries.
  • Processes ALR (Administrative License Revocation) requests.
  • Prepares Certificates of Analysis (COAs) and Chain of Custody Affidavits.
    • Processes subpoenas to testify (logging, tracking, and distributing).
    • Receives, logs, tracks, and releases documents in response to general records requests using the preferred ticketing system while maintaining required turnaround times.
    • Maintains established performance targets for error rates and throughput of records requests.
    • Verifies accuracy and completeness of critical documents.
    • Ability to liaise with HFSC personnel to compile the requested records when necessary.
    • Conducts monthly audits of the Case File Room (CFR) to ensure compliance and quality control.
    • Serve as a notary public for the organization.
    • Recommends innovative new processes that will benefit the division.

Interfacing with the Public, Stakeholders, and Staff

• Greets and responds to callers and visitors in a courteous and professional manner; provides timely and accurate information or routes inquiries appropriately.
• Oversees and manages HFSC Visitor Management System (Envoy):
  • Assists visitors with check-in
  • Issues temporary employee badges
  • Provides and tracks parking cards
  • Distributes parking validation stickers
• Manages incoming and outgoing mail, including internal distribution.
• Utilizes designated tools to track calls, emails, and other stakeholder communication channels.
• Assist the Board Secretary and Staff Assistant with administrative functions related to Board meetings, employee events and activities, tours, onsite meeting logistics, and company meetings.

Other duties as assigned.

Experience and Skills:

MINIMUM EDUCATIONAL REQUIREMENTS

• Bachelor's degree in a related field is required.
• At least five (5) years of relevant experience in a similar position will be considered in lieu of degree.

MINIMUM EXPERIENCE REQUIREMENTS

• A minimum of one (1) year of experience in a similar position is required.
• Previous experience with a governmental entity or legal office/department, is preferred.
  • Experience in the Harris County criminal justice system and/or a forensic laboratory environment is a plus.

KNOWLEDGE AND SKILL REQUIREMENTS

• Demonstrated skill in oral and written communication.
• Demonstrated ability to use basic analytical skills to select and execute duties.
• Ability to manage multiple projects with quick turnaround times simultaneously.
• Excellent attention to detail, laser focus on quality, and ability to consider the big picture.
• 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.
• Demonstrated proficiency in Office Suite products; specifically, Microsoft TEAMS and Office 365.
• Strong initiative as well as excellent teamwork, creative thinking and problem-solving skills.

Benefits