Legal Assistant Supervisor na Hays County, TX

About the Department

Essential Functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. The list of responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.  To perform this job successfully, and individual must be able to perform each essential duty satisfactorily.  Other duties may be assigned.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary

Under limited supervision, the Legal Assistant Supervisor supervises the administrative staff in the division.  The Legal Assistant Supervisor performs a variety of administrative and clerical support functions for the Criminal District Attorney, First Assistant, Division Chief Assistant District Attorney, Assistant District Attorneys and Legal Services Administrator.  This position affects the accuracy, reliability and acceptability of further processes and services.  This position reports to the Criminal District Attorney, First Assistant, Division Chiefs and Legal Services Administrator.

Position Duties

• Supervises administrative assistants, interns, and volunteers.
• Plans, prioritizes, assigns, supervises, reviews, and coordinates the day-to-day activities of the division including managing the maintenance, retrieval, protection, retention, and destruction of all criminal records in the Criminal District Attorney’s Office.
• Assigns work, trains staff, and monitors progress.
• Creates, updates, and maintains written procedure manuals. 
• Conducts staff meetings.
• Maintain training records.
• Participates in and reports division issues and progress to Criminal District Attorney, First Assistant, Division Chiefs and Legal Services Administrator.
• Conducts troubleshooting to resolve conflicts.
• Schedules work assignments within the division.
• Participates in interviewing and selecting of new staff.
• Evaluates and documents employee performance, including but not limited to performance evaluations, corrective and disciplinary action, employee coaching, and regularly communicates information with the Legal Services Administrator.
• Attends meetings with Criminal District Attorney, Division Chiefs, First Assistant District Attorney and Legal Services Administrator.
• Review division staffs leave requests for submission to the Legal Services Administrator for final approval and documentation.
• Establishes and maintains communication with other agencies and county departments.
• Proofreads division’s pleadings.
• Responsible for accuracy and updating of forms and pleadings.
• Monitors and reports equipment use and repair.
• Formulates statistical data reports.
• Prepares reports for the division as requested for special projects.
• Maintains and monitors closed records.
• Manages retrieval of criminal expunction files and deadlines.
• Manages defense attorney media center and recorded evidence storage.
• Monitors and ensures compliance with deadlines for the division.
• Performs general clerical duties including answering the telephone, filing, typing and photo copying.
• Assists the public via telephone or in person with information pertaining to various legal issues and questions.
• Establishes and manages filing system.
• Prepares and drafts orders, motions, judgments, petitions, and other legal documents.
• Assures the services delivered meet quality and timeliness standards.
• Manages caseload from intake to closing with accuracy.
• Processes computerized information records systems with attention to detail and accuracy.
• Accesses criminal history reports on the TLETS system and follows all laws and regulations required.
• Manages evidence, including but not limited to photographs, video and audio tapes and other physical item in the custody of the Criminal District Attorney for evidentiary purposes.
• Performs notary services for the County.
• Creates new electronic and physical case files based on arrest or wanted person information provided by the Hays County Jail, Hays County Judges, and/or Law Enforcement Agencies. 
• Creates and manages electronic case filing system.
• Accesses computerized information on record management systems such as Odyssey, Evidence.com, CIS, and Quetel with attention to detail and accuracy.
• Attends TLETS certification class to obtain/maintain license for accessing sensitive information including criminal history and driver’s license records. 
• Prepares criminal history rap sheet reports on the TLETS system in accordance with all guidelines, laws and regulations required.
• Researches, interprets, and analyzes criminal history data of all defendants to locate and request prior conviction records.
• Maintains confidentiality and security of records and information.
• Communicates with law enforcement agencies to gather evidence and additional material to comply with Texas Code of Criminal Procedure Article 39.14.
• Operates, with attention to detail and accuracy, the various systems (such as Odyssey, Evidence.com, CIS, Video Oversight, and QueTel), utilized by Hays County Law Enforcement Agencies to collect evidentiary documentation, including 911 recordings, offense reports, call logs and call for service reports, documentary and photographic evidence (e.g., witness statements, crime scene photos), lab reports (medical examiner and crime lab reports, analytical notes, photographs, instrument printouts, and other related documents), and business records (medical records, pawn shop records, bank records, and other related documents.).
• Requests certified government documents (e.g., Texas driving records, prior convictions from District and County Court Clerks throughout the State of Texas, and offense reports relating to defendants’ previous convictions.
• Logs and manages all obtained evidence (photographs, video and audio recordings, documents, compact or digital versatile discs, and other physical items in the custody of the Criminal District Attorney’s Office) for prosecutors to review and for eventual discovery provision as required by Texas Code of Criminal Procedure Article 39.14.
• Duplicates evidence for co-defendant/related felony or misdemeanor cases.
• Identifies and logs incoming emails regarding lab reports, lab submissions, supplemental reports, or other evidence requests.
• Organizes and scans or uploads evidence provided in-person (rather than uploaded to a record management system) by law enforcement agencies.  
• Reviews graphic, gory, or disturbing evidence.
• Performs other duties as assigned.

Minimum Qualifications

• High School Diploma or equivalent required.
• Completion of legal secretary program or equivalent or two or more years of college preferred.
• Two years experience in the legal profession preferred serving as a legal secretary, paralegal or related position or any equivalent combination of experience and training.

Other Qualifications

• Valid Texas Class C driver’s license.
• Notary Public required or ability to become a Notary Public.
• Bilingual preferred. (Spanish and English)
• Attend and successfully complete TLETS training if not currently certified.
• Clear criminal history required.