TMB - Legal Assistant I - 26-503-12

Agency Information
We have over 200 employees across the state of Texas. We are a collaborative and team environment work culture that values an environment of trust and accountability. Together we work towards our Board’s mission to protect and enhance the public’s health, safety, and welfare by establishing and maintaining standards of excellence used in regulating the practice of medicine and ensuring quality health care for the citizens of Texas through licensure, discipline, and education. We value employee work-life balance and provide our team with incentives that include flexed, compressed work schedules, wellness leave, health insurance and retirement programs, 401K, vacation paid leave, sick paid leave, holiday pay, promotional opportunities, free parking, employee assistance program, and other various benefits.
GENERAL DESCRIPTION
Performs routine (journey-level) legal assistant work and administrative support for the Ombudsman Department. Work will involve assisting the Ombudsman in preparing legal documents, maintaining case files, gathering information, and coordinating correspondence related to complaints, investigations, and case reviews. Works under close supervision, with limited moderate latitude for the use of initiative and independent judgment. Position requires direct communication with the public. Reports to the Ombudsman.

PRINCIPAL JOB DUTIES AND RESPONSIBILITIES
60%     Legal and Administrative Support
                •    Receives and logs new case assignments to the ombudsman, inquiries, and legal documents into Microsoft SharePoint, SQL database                         and Laserfiche electronic filing system
                •    Reviews, organizes, and maintains case file correspondence, and related records in Microsoft SharePoint, SQL database and Laserfiche                       electronic filing system, in accordance with established procedures
                •    May prepare drafts of legal documents, memoranda, and correspondence for review by the Ombudsman.
                •    May conduct limited legal research and compiles data from statutes, rules, and case summaries that support investigations and case                         resolutions.
                •    Tracks deadlines, maintains cases status logs, and prepares reports as directed.

20%    Assists with reviewing information and obtaining additional information when necessary.
                •    May assist in responding to inquiries and gathering information from the public, applicants, licensees, and stakeholders related to                              licensure, complaint, and appeal processes.
                •   Will coordinate with other departments to obtain records, verify information, and to ensure timely processing of complaints and                                cases.
                •    Prepares correspondence to complainants, licenses, or the public as directed by the Ombudsman or executive staff.
                •    May analyze investigative reports and manage and organize legal/administrative support for licensure or complaint processes.

10%     May prepares and coordinates final case complaints for presentation to the Board for review and approval.

10%     Performs related work as assigned.
 

REQUIRED EXPERIENCE AND EDUCATION
•    Graduation from a standard senior high school or equivalent is required.
•    Must demonstrate the ability to maintain strict confidentiality of Agency information and Ombudsman case files, including handling sensitive and privileged information in compliance with laws, rules, and internal procedures.
•    Must have customer service work experience.
•    One year of experience providing administrative, clerical, or technical support in a legal, investigative, or regulatory environment is required.
•    Skill in the use of standard office software such as Microsoft Office Suite, Adobe, and SharePoint
•    Commitment to ethical standards and adherence to confidentiality policies and legal requirements governing Agency records.

Prefered Experience And Education

•  Certificate of graduation from a course of study as a Legal Assistant/Paralegal and/or graduation from an accredited four-year college or university with major course work in law or a related field is preferred.
• Work experience in a regulatory state agency is preferred.
• Experience in legal assistant/paralegal work preferred.

KNOWLEDGE, SKILLS, AND ABILITIES 
•    Knowledge of legal terminology, research methods, and techniques and of administrative and court procedures.
•    Knowledge of office practices and procedures.
•    Skills in word processing and other standard office equipment.
•    Skills in the use of standard office equipment and computer software, including Microsoft Office Suite, SharePoint, TEAMS, and management of filing systems to assure accurate           and rapid storage and retrieval of case documents.
•    Ability to communicate effectively, both verbally and in writing.
•    Ability to plan work and meet deadlines.
•    Ability to prioritize work to effectively meet multiple project deadlines
•    Ability to maintain confidentiality.
•    Ability to analyze documents.
•    Ability to prepare reports and documents.
•    Ability to conduct (journey-level) legal research, interpret statutes, rules, regulations and case law, and relate research to cases in question.
•    Ability to work effectively with diverse groups and individuals in a professional environment.
 

WORK ENVIRONMENT REQUIREMENTS
•    The principal job is performed in a standard in-office or remote environment setting and may require travel to the office in Austin, TX as necessary for meetings or other duties.
•    Regular and punctual attendance Monday – Friday.
•    Must respond to internal and external communications in a timely manner which is at least
o    Within 72 hrs (3 business days) of when external communication is received
o    Within 24 hrs (1 business day) of when internal communication is received
•    Within 15 minutes while working remotely during business hrs if contacted by your Manager unless you are on pre-approved leave or on a recognized lunch or exercise break.
•    Frequent use of personal computers, copiers, printers, and telephones.
•    Frequent sitting.
•    Frequently working under deadlines, as a team member, and in direct contact with others
•    Compliance with all agency policies and procedures, including but not limited to applicable confidentiality, security and safety rules, regulations and standards.

• PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS
• The principal job is performed in a standard office and requires:
• •    Reliable and secure high speed internet access with a minimum of 20 MBPS download and 2 MBPS upload. Applicants may be required to provide confirmation from the area ISP.
• •    All applicants will have frequent use of keyboard, mouse, and other input devices.
• •    All applicants need to have the ability to participate in video calls, phone calls, and virtual meetings.
• •    All applicants may experience frequently working under deadlines, individually or as a team member, and at times may collaborate with others to meet deadlines.
• •    All applicants may generally experience low physical demands, occasional lifting of equipment up to a certain weight (e.g. 10-40 lbs.).
• LEGAL REQUIREMENTS
• •    In accordance with state law, authorization for telework may not be awarded to an employee as a condition of hiring.
• •    A new employee must complete department probationary training period before evaluation for a telework agreement.
• •    TMB will conduct a TXDPS criminal history check on all new hires due to access to confidential or sensitive data while performing the work of the position applied for.
• •    Cannot hold outside employment that interferes with assigned work schedule, nor does it constitute a conflict of interest with TMB employment and services.
• •    Must reside in Texas.
• •    Dual employment at another state agency or Texas public university is not permitted.
• •    If hired, you must provide documentation(s) within three days of hire that establishes identity and employment verification.
• •    Compliance with all agency policies and procedures, including but not limited to applicable confidentiality, security and safety rules, regulations and standards.
• NEW HIRES/REHIRES
• 60-day waiting period for health coverage.

REMARKS
Resumes will not be accepted without a completed and signed State of Texas application. Only the candidates selected for an interview will be contacted and will receive written notification of application results.

Equal Employment Opportunity Employer

The Texas Medical Board does not discriminate on the basis of race, color, national origin, sex, age, religion, disability or veteran status. Employment opportunities shall not be denied to a qualified individual with a disability that requires reasonable accommodation. The applicant should communicate requests for reasonable accommodation by calling (512) 305-7142.Selective Service Requirement: If selected for employment, male applicants ages 18 through 25 must present proof of registration or exemption with the federal Selective Service System.