Senior Legal Administrative Assistant

Responsibilities

• 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.
• Aid in ascertaining case status, court dates, and coordinating pre-trial meetings between prosecutors and expert witnesses.
• Compile, review, and verify full case file productions for accuracy and completeness in fulfilling records requests, including CCP 39.14 requests.
• Liaise with HFSC personnel to compile the requested records when necessary.
• 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.
• Supports 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.
• 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.

Requirements

• Minimum of 2 years previous experience in a similar role and industry is required.
• 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.
• Demonstrated proficiency in Office Suite products; specifically, Microsoft TEAMS and Office 365.
• Demonstrated ability to use complex analytical skills to select and execute duties.
• Excellent stakeholder management and interpersonal skills, including the confidence to interact with and influence personnel at all levels.
• 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.