CPS Legal Secretary III

Texas Health & Human Services Commission • Galveston, TX

1d • $3,581 - $5,372 • Hybrid

About The Position

The Texas Department of Family and Protective Services (DFPS) works to build on strengths of families and communities to keep children and vulnerable adults safe, so they thrive. We do this through investigations, services, and referrals.

This is a complex (journey-level) legal secretarial work involving providing legal and administrative support and maintaining communication with clients, attorneys, agencies, and the general public. Works under general supervision, with limited latitude for the use of initiative and independent judgment. Employees at this level may work more independently than the previous levels, and may routinely assist other staff in performing job duties of greater complexity. Employees at this level may organize trial and hearing materials.

The position receives, logs, routes, requests and tracks various types of information to help facilitate the movement of legal cases to closure. This includes but is not limited to: Case related information, Mail, Data Reports or information for internal/external stakeholders, Updating the legal unit database, Checking for and processing incoming faxes, and Other requests as necessary.

The position demonstrates good communication skills and is responsible for answering and routing phone calls including managing questions/complaints in a professional manner, preparing, editing and distributing correspondence, reports, forms and documents as assigned. Ensures that all correspondence is sent out in accordance with the Texas Rules of Civil Procedure and meets the courts requirements for appropriate notice (certified mail/e-mail/fax). Facilitates the notification to caseworkers of documents that are due to the courts.

There are various timeliness standards related to CPS legal cases. The secretary is aware of those standards and routinely helps meet them through personal observation, staffings and feedback from fellow unit members. Produces information request information/reports timely, ensures federally mandated timeframes for statutory hearings are met, completes assigned tasks within allotted time frames, and manages multiple assignments at the same time and able to properly prioritize their completion.

Secretary's knowledge and work demonstrates an understanding and application of policy and best practice. Able to provide correct information when needed, anticipates needed actions and able to act on them without direction, and is a resource to managers and staff.

Requirements

• Experience in administrative support or legal secretarial work.
• Knowledge of legal practices and terminology; and of spelling, punctuation, sentence structure, and grammar.
• Skill in the use of a computer and office equipment and reference materials.
• Ability to prepare legal correspondence and documents, to take and transcribe dictation, and to maintain files and records.
• Ability to interpret rules, regulations, policies, and procedures; and to communicate effectively.
• Secretary possesses the skills and knowledge to utilize technology provided by the agency, when appropriate, to maximize efficiency and effectiveness of the program.
• Able to utilize Outlook Calendar to set appointments and invites.
• Use the scheduler to book conferences rooms for meetings.
• Ability to use Microsoft Word, Excel, SharePoint and Outlook to track information.
• Skilled in the use of IMPACT including data entry and navigating the system.
• Must pass a background check and if applicable a driver’s record check.
• Must comply with Texas Administrative Code (TAC 206 and 213) ensuring all Electronic Information Resources (EIR) follow accessibility standards.
• Must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.
• Must provide documentation to DFPS to show their identity and authorization to work in the US.

Nice To Haves

• Graduation from a standard senior high school or equivalent is generally preferred.

Responsibilities

• Organizes, indexes, and files legal and administrative documents.
• Reviews and processes mail for legal staff and schedules, maintains, and updates appointment calendars detailing events.
• Answers the phone, providing general information or routing calls as appropriate.
• Participates in recording hearing activities.
• Performs related work as assigned.
• Receives, logs, routes, requests and tracks various types of information to help facilitate the movement of legal cases to closure.
• Updates the legal unit database.
• Checks for and processes incoming faxes.
• Answers and routes phone calls including managing questions/complaints in a professional manner.
• Prepares, edits and distributes correspondence, reports, forms and documents as assigned.
• Ensures that all correspondence is sent out in accordance with the Texas Rules of Civil Procedure and meets the courts requirements for appropriate notice (certified mail/e-mail/fax).
• Facilitates the notification to caseworkers of documents that are due to the courts.
• Produces information request information/reports timely.
• Ensures federally mandated timeframes for statutory hearings are met.
• Completes assigned tasks within allotted time frames.
• Manages multiple assignments at the same time and able to properly prioritize their completion.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members
• Retirement plans with lifetime monthly payments after five years of state service
• Options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave
• Optional dental, vision, and life insurance
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment
• Public Service Loan Forgiveness

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED