TJJD - Administrative Assistant III - Legal Services - (AUS)

We are committed to transforming lives and building safter communities by working collaboratively, communicating openly, and upholding the highest standards of integrity and professionalism. Our team models accountability, transparency, and respect, taking proactive steps to ensure the physical and emotional safety of youth, staff, and the community. We strive for excellence through continuous growth, thoughtful decision making, and mission driven collaboration, supporting one another while embracing challenges that lead to meaningful, long-term impact.

Performs complex (journey-level) administrative support or technical program assistance work for the Office of General Counsel (OGC). Work involves preparing, coordinating, and disseminating information, developing and maintaining tracking and records management systems, collaborating with and providing support to attorneys and legal assistants and providing administrative support to the various divisions of the OGC.and the agency. Work requires frequent contact with people of prominence and public importance.

Additionally performs complex (journey-level) administrative support involving the coordination of legal activities, collecting, compiling, drafting, editing, and distributing legal documents and correspondence; assisting the agency¿s attorneys and legal assistants with case management, and preparing related reports.  With supervision, supports a variety of legal services as directed by the TJJD general counsel, the deputy general counsel, other attorneys, or legal assistants, including legal services related to administrative procedures, transactional matters, and supporting legal assistants as they assist attorneys responsible for administrative due process and proposed appeal decisions.

Works under general supervision, with moderate latitude for the use of initiative and independent judgment. May be required to work more than 40 hours per work week. May be required to travel.

Prepares, coordinates, and disseminates information concerning legal processes, decisions, and actions within the OGC.

Prepares, edits, collects, compiles, distributes, and maintains correspondence, documents, communications, legal notices, forms, reports, publications, brochures, and studies.

Maintains various tracking and records management systems.

Compiles and enters data for spreadsheets, charts, graphs, databases, summaries, or reports.

Performs general office duties such as taking and screening messages, communicating with other departments in the agency, both in writing and otherwise, processing incoming/outgoing mail; and maintaining and ordering supplies.

Responds to inquiries, requests for information/records, and directs questions regarding processes, rules, regulations, policies, and procedures to the appropriate person

Coordinates and provides support for meetings, conferences, seminars, and interviews.

Participates in the planning and execution of agency programs.

Coordinates with other agencies/departments to obtain required documentation.

Assists in the development of administrative or technical assistance policies and procedures.

May access automated systems to monitor actions and retrieve data to prepare periodic reports.

May assist with conducting the semi-annual inventory of fixed assets.

May interact with others in coordinating activities.

May train others.

May develop training materials.

May research, compose, design, or edit agency publications such as brochures, forms, and manuals.

Possesses a mature and professional demeanor.

Performs a variety of related duties not listed, to be determined and assigned as needed.

Performs all duties in compliance with agency safety policies and procedures:

• Reports safety hazards and corrects hazards when possible.
• Completes required documentation in the event of an accident/injury within requested time frames.

Attends work on a regular and predictable schedule in accordance with agency attendance and leave policies.

Will be required to travel up to 5% of the time.

Actively embodies and supports TJJD's Mission, Vision, Pillars, and Values.

Actively embody and support the Texas Model by demonstrating its core values in daily tasks and interactions with others.

Experience in administrative support, secretarial, clerical, or general office work in a field relevant to the assignment.

Pre-employment conditions require acceptable results from mandatory:

• pre-employment drug test;

  • finger printing and criminal records check.

• Knowledge of Business English, spelling, and punctuation.
• Knowledge of office practices and administrative procedures.
• Knowledge of records management rules, regulations, policies, procedures, and techniques.
• Skill in the use of a personal computer, applicable software, and other standard office equipment.
• Skill in office organization.
• Skill in answering phones and greeting visitors.
• Skill in public and human relations.
• Ability to develop special administrative analysis/summaries from staff reports and recommendations for review by a supervisor.
• Ability to gain knowledge of agency policies and procedures
• Ability to prepare routine/special correspondence, reports, studies, forms, and documents.
• Ability to perform data entry functions.
• Ability to seek out relevant data, and gather, assemble and correlate documents and information.
• Ability to implement administrative procedures.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to understand and follow complex written and oral instructions.
• Ability to establish and maintain strict confidentiality of sensitive information.
• Ability to communicate effectively, both orally and in writing.
• Ability to work effectively under pressure and in stressful conditions.
• Ability to type with appropriate speed and accuracy for assignments.
• Ability to prepare and maintain accurate records, files, and reports.
• Ability to organize a professional work environment.
• Ability to prioritize and manage multiple tasks; plan, organize, and coordinate work assignments; and meet deadlines.
• Ability to work collaboratively with all stakeholders and maintain a professional, courteous demeanor.
• Ability to process information logically, make decisions, and to demonstrate the soundness of those decisions.
• Ability to be flexible and adapt to various situations.
• Ability to establish and maintain effective working relationships with others.
• Ability to train others.
• Ability to work more than 40 hours per work week and travel occasionally.

The following physical demands and working conditions are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Analyzing

Ability to communicate effectively, orally and in writing

Ability to see

Ability to hear (with or without aid)

Identifying colors

Depth perception

Operate motor equipment

Heavy lifting, 25 lbs. & over

Heavy carrying, 25 lbs. & over

Pushing

Pulling

Repeated bending

Reaching above shoulder

Prolonged standing and walking

Walking

Standing

Sitting

Manual/finger dexterity

Dual simultaneous grasping

Climbing stairs

State of Texas Benefits and Retirement Information can be found at https://www.ers.texas.gov. Benefits include:  Retirement plan, paid group health & life insurance for employee, paid holidays, paid vacation leave, paid sick leave, longevity pay, educational assistance program, employee assistance program.  Optional add-on benefits include:  Dental, Vision, Optional Life Insurance, Voluntary AD&D Insurance, Dependent Health & Life insurance, Health & Dependent care flexible spending accounts, etc.  Additionally, certain designated positions are eligible for hazardous duty pay, and career ladder advancements.

In order to receive veteran¿s preference, a copy of your DD Form 214 (Certificate of Release or Discharge from Active Duty), VA disability rating (if applicable), or a DD Form 1300 (Report of Casualty) must be attached to your application.

For Military Occupational Specialty (MOS) Code or Crosswalk, please visit: https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf 

If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview.  Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

Only candidates selected for an interview will be contacted.

Due to the high volume of applications, we do not accept telephone calls.

If you submitted your application through the CAPPS Career Center you may also check the status of your application by accessing your profile and selecting ¿My Job Applications¿ on the three-dot menu in the top right corner.

https://erphcmprd.cpa.texas.gov/psc/candidateportal/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?FOCUS=Applicant 

The Texas Juvenile Justice Department does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in employment or the provision of services

Thank you for considering employment with the Texas Juvenile Justice Department.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

SPONSORSHIP

Candidates must be eligible to work in the United States without requiring sponsorship.

Your application must contain complete job histories, which include job titles, name of employer, dates of employment (month & year), name of direct supervisor and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete.  

Resumes do not take the place of this required information.

Applicants must be able to pass a Criminal Background Check and any other requirements listed under Minimum Qualifications.

APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS:  Work in Texas (WIT) applicants must complete the CAPPS Recruit Prescreening Questionnaire to be considered for the posting.

To complete the Prescreening Questionnaire, go to CAPPS Recruit to register or login:

https://erphcmprd.cpa.texas.gov/psc/candidateportal/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?FOCUS=Applicant