Job title: Legal Assistant V – Legal Assistant Supervisor
Posting: #1004-25
Opening Date: October 16, 2024
Closing Date: Until filled
PO BOX 12157, Austin, TX 78711 location: North Campus- 1106 Clayton Ln. Austin, TX 78723
PH: 512.463.7184 Yearly Salary: B24 $74,436- $81,033.72
FAX: 512.475.3377 Division: Enforcement/Prosecution
Remote Work: Hybrid
Job Description
The Legal Assistant Supervisor is selected by and responsible to the Legal Assistant Manager and performs highly advanced legal assistant and supervisory work. Work involves coordinating daily operations and activities of assigned section staff in the Prosecution Legal Assistants Section. Responsibilities include supervising, assigning and reviewing the work of legal assistants; providing training, mentoring and guidance on an on-going basis; answering questions regarding Enforcement Division policies and procedures; providing input on planning; developing procedures and priorities; and preparing statistical and other special reports. Work is performed under minimal supervision of the Legal Assistant Manager with extensive latitude for the use of initiative and independent judgment. The Legal Assistant Supervisor will perform other duties as assigned.
Essential Duties
- Works under the direction of the Legal Assistant Manager and in close cooperation with colleagues in the Prosecution section to ensure that the Prosecution Legal Assistants section staff workload is managed effectively, and that joint assignments and projects are completed in a timely and beneficial manner. Collaborates with Department staff to promote positive working relationships and develop open lines of communication.
- Develops performance standards and position descriptions; develops, consults on, and recommends section personnel actions; drafts and delivers performance evaluations with oversight and approval of Director; and recommends, drafts, delivers and administers corrective feedback and formal personnel actions.
- Provides mentoring and guidance to legal assistants to promote consistency in the application of laws and rules, and to assist in keeping them informed of policies and priorities established by the Legal Assistant Manager, Chief Prosecutor, the Director of Enforcement, and the Executive Office.
- Assists legal assistants with cases that include indicators of trafficked persons. Assists legal assistants with determining a priority level for cases according to the division’s Complaint Prioritization Schedules.
- Trains and reviews work completed by legal assistants and administrative assistants and provides guidance or corrective action where appropriate to ensure the highest quality of work.
- Develops, coordinates and delivers training as needed, or makes arrangements for training to be obtained from other sources for legal assistants and administrative assistants, with oversight and approval by the Legal Assistant Manager.
- Provides technical guidance and training to the Prosecution Section on the use of laptops, licensing databases, internet applications, case management systems, and software, including Microsoft Word, Excel, PowerPoint, Teams, and Outlook, used in the Enforcement Division.
- Monitors the workloads of legal assistants to ensure that cases are distributed evenly and resolved in a timely fashion and in accordance with prioritization expectations. Assists the Legal Assistant Manager with compiling and analyzing statistics related to productivity in the Prosecution section, and with establishing targets for measuring success.
- Monitors and evaluates the performance of legal assistants and administrative assistants in the Prosecution section; drafts and delivers annual performance appraisals.
- Ensures legal assistants’ and administrative assistants’ compliance with the Department’s personnel policies. Monitors the legal assistants’ and administrative assistants’ work schedules, attendance and use of leave; compliance with telecommuting requirements; completion of required trainings; and other matters as assigned.
- Assists the Legal Assistant Manager in the hiring of legal assistants and administrative assistants for the Prosecution Legal Assistant section, which includes screening applications, conducting interviews, evaluating interview results, and checking references.
- Monitors procedures, policies and priorities for the Prosecution section. Participates in maintaining and revising the Complaint Resolution Procedures Manual, the Enforcement Plan, the Criminal Conviction Guidelines and the Complaint Prioritization Schedule.
- Coordinates, tracks and ensures open records request responses to the General Counsel’s Office are completed in a timely manner.
- Assists the Legal Assistant Manager in evaluating systems and processes affecting legal assistants and administrative assistants, identifies areas of needed change and makes recommendations to improve operational effectiveness for the Prosecution Legal Assistants Section and for the division as a whole.
- Researches and interprets statutes, rules, regulations, codes, and administrative records, and analyzes their applicability and significance in specific fact situations presented in complaints. Identifies indicators of trafficked persons in complaints and cases. Conducts legal research in various areas of federal and state law, including case decisions, evidentiary law, statutory law, procedural and court rules, and legislation.
- Advises and provides guidance to legal assistants regarding statutes, rules, and enforcement policies including the Complaint Resolution Procedures Manual.
- Drafts notices of alleged violation, notices of hearing, letters of proposed license denial, motions, legal briefs, case closing letters, agreed orders, and other appropriate legal documents and correspondence related to enforcement cases. Negotiates settlements of enforcement cases.
- Conducts statistical, documentary and investigatory research for the Legal Assistant Manager.
- Conducts internet research as needed to secure identity, location, ownership and other background information about individuals, business entities, properties, and events. Researches and responds to inquiries about Enforcement cases and Enforcement holds placed in licensing records, from both inside and outside the agency.
- Assists the Legal Assistant Manager, Director of Enforcement and Executive Office with analysis of proposed legislation and special assignments during legislative sessions. Prepares cost estimates and bill analyses for proposed legislation during legislative sessions.
- Completes special projects including the assignment of high profile and advanced, highly complex cases as assigned by the Legal Assistant Manager or Director of Enforcement.
- Performs duties in accordance with the Complaint Resolution Procedures Manual, the Enforcement Plan and the Criminal Conviction Guidelines, including complaint prioritization based upon risk to public safety or consumer harm and identification of trafficked persons.
- Complies with division and/or agency training requirements.
- Demonstrates a spirit of teamwork, fosters camaraderie, offering positive and constructive ideas, encouragement and support to other members of the staff and team, while upholding the agency’s core values.
- Keeps management appropriately informed of ongoing activity and critical matters affecting the operation and well-being of the agency.
- Adheres to all TDLR Personnel Policies and performs other duties as assigned.
Minimum Requirements
Seven (7) years of experience performing legal assistant work in a legal office, law enforcement, or regulatory enforcement environment required. Relevant legal assistant experience may include, but is not limited to, drafting and interpreting legal documents; reviewing cases according to statute and rule requirements; investigative work utilizing the Internet and other resources; legal database management and reporting; preparing witnesses and exhibits for trial and legal research. Two (2) years of supervisory or team leader experience required. Experience requirements may run concurrently. Knowledge of statutes or programs regulated by TDLR is preferred. Experience with TDLR Enforcement procedures and processes is preferred. Graduation from a standard senior high school or equivalent required. Graduation from an accredited four-year college or university, or certification as a legal assistant or paralegal preferred.
Military Occupation Specialty Code:
Navy 611X, Coast Guard SE15, Marine 0203, Air Force 8U000, 86MO, 16GX
Remarks
The successful candidate will have: Knowledge of administrative law proceedings and concepts such as jurisdiction, notice, and due process; of the Administrative Procedures Act, Texas Rules of Evidence and Civil Procedure, the Public Information Act, the Open Meetings Act, and the statutes and rules administered by TDLR; of indicators relating to the trafficking of persons; of case prioritization; and, of the Complaint Resolution Procedures Manual. Skill in administrative processes in a legal environment; in the application of law and statutes to fact patterns; in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problem; and, in the use of computers and applicable software, including Word, Excel, PowerPoint, Outlook, and Teams. Skill in conducting internet research; in the use of electronic case management systems; in the use of a computer to produce complex documents; and in the operation of office equipment. Ability to interpret, apply, and explain, orally and in writing, statutes, rules, codes, procedures, and policies; to perform legal research. to evaluate work performed by others and provide meaningful feedback; to establish priorities, goals and objectives; and, to devise solutions to administrative problems. Ability to develop and evaluate policies and procedures; to develop and provide training; and, to monitor workloads, work processes and trends of a work unit. Ability to plan and manage multiple tasks or courses of action simultaneously and respond effectively to rapidly changing priorities in a highly visible setting; to communicate effectively in writing and verbally; to establish and maintain effective working relationships; to exhibit a leadership style that motivates others to high levels of productivity; to interact tactfully and effectively with internal and external customers; and, to supervise the work of others.
How to Apply
Applications may be downloaded through TDLR’s website https: www.tdlr.texas.gov/employ.htm. Only Email or fax applications accepted. Email [email protected] or fax 512.475.3377. Incomplete applications will not be considered. A resume in lieu of application will be rejected. Additionally, an application with “see resume” within the summary of experience is considered incomplete and will be rejected. Submit a copy of degree if in lieu of experience/skills requirement. To receive Military Employment Preference for any position, submit a copy of the DD214 or DD1300 with application. Only interviewed applicants will receive notice of the final disposition of the selection process.
This job is exempt from the Fair Labor Standards Act (FLSA).
AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
TDLR provides a total compensation package that enables us to attract, motivate, and retain highly skilled and talented employees, including a merit system, full use of salary ranges, performance awards, retention and recruitment bonuses. TDLR participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.
In compliance with the Americans with Disabilities Act (ADA), TDLR will provide reasonable accommodation during the hiring and selection process for individuals with a disability. If you need assistance completing the application, contact TDLR Human Resources at 512-463-7184. If you are contacted for an interview and need accommodation.