DPS - OGC - GC Legal Assistant III - IV - 3576 - 3578

The Texas Department of Public Safety is seeking two skilled, well rounded administrative professionals to join the Office of General Counsel (OGC) as Legal Assistants. Both roles provide administrative and legal support to department attorneys, work cooperatively with internal legal staff, engage with employees at all levels of the Department (including executives and commissioned officers), interact with external law offices, record retrieval 

companies, and the general public. 

One position concentrates on subpoena-related matters, prosecutor requests and other specialized legal processes, serving as the primary OGC contact for subpoena guidance while supporting a range of legal functions. The other available role will focus on broad administrative support within the OGC, serving as a key point of contact for department employees and the public while coordinating information gathered across multiple divisions and working with OGC attorneys and staff on a wide range of projects. 

Primary Responsibilities:

• Provide complex administrative support within the Office of General Counsel (OGC).

• Respond to subpoenas, prosecutor and public information requests, and discovery requests.

• Serve as a contact for department employees and members of the public seeking guidance on public information requests, subpoena status, and claims filing processes.

• Interact with external law offices, state and federal prosecutors, other state agencies, and record retrieval companies.

• Organize and maintain detailed records, correspondence, and supporting documentation.

• Manage multiple concurrent cases while meeting deadlines.

• Receive, review, and process public information requests, subpoenas, add claims filed against the agency.

• Perform general office support duties, which may include answering a multi-line phone system, processing mail, and ordering office supplies and equipment.

• Process administrative rules for the agency.

• Monitor legislation.

• Assist attorneys in the preparation of responses to complaints from the EEOC/TWCCRD.

• Assist in the creation of exhibits for administrative hearings and other projects with attorneys.

Ideal Candidate Profile

We welcome applications from candidates with varied backgrounds, including:

• Administrative professionals with department experience who understand agency operations and structure

• Legal assistants with relevant experience

• Individuals with strong organizational skills and public service experience

• Individuals with experience in administrative roles in a professional office setting

Required Qualifications

• Excellent interpersonal and communication skills

• Proven ability to build and maintain professional networks across organizational levels

• Strong time management and prioritization skills

• Experience managing multiple complex projects simultaneously

• Ability to work effectively under pressure and meet critical deadlines

• Proficiency with standard office technology and database systems

Preferred Qualifications

• Prior administrative experience

• Experience in customer service or public-facing roles

• Familiarity with legal terminology and procedures (training will be provided)

What We Offer

The department offers a collaborative work environment with career advancement opportunities. Benefits include:

• Comprehensive medical insurance with premiums paid at 100% for full-time employees; the state pays 50% of the premium for dependents

• Flexible work schedules to support work-life balance

• Generous paid leave and holidays

• State retirement pension plan

• Comprehensive wellness program

Both positions combine administrative expertise with legal support functions, offering meaningful professional growth for candidates seeking to expand their skills in a public safety environment.

PLEASE NOTE:  All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

SUBMITTED THROUGH WORK IN TEXAS:  Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. In order to complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. Go to CAPPS Recruit to Sign In https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en

GENERAL DESCRIPTION:   

Legal Assistant III (3576/B20)  Performs complex (senior-level) legal assistant work in a support role for the attorneys in the Office of General Counsel (OGC).  Work under limited supervision, with moderate latitude for the use of initiative and independent judgment concerning priorities, methods, and legal procedures to accomplish assigned duties. Employees at this level may: Prepare synopses, abstracts, or summaries of complex legal issues. Prepare attorneys for meeting with complainants, witness, and expert witnesses. Draft and record to correspondence and opinion requests involving legal interpretations and decisions.

Legal Assistant IV (3578/B22)  Perform highly complex (senior-level) legal assistant work in a support role for the attorneys in the Office of General Counsel (OGC).  Work under limited supervision, with considerable latitude for the use of initiative and independent judgment concerning priorities, methods, and legal procedures to accomplish assigned duties. Employees at this level may: Conduct statistical, documentary, and investigatory research.

The following Military Occupational Specialty codes are generally applicable to this position.

https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_Legal.pdf

Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

ESSENTIAL DUTIES / RESPONSIBILITIES: 

1. Conduct limited investigations into the facts surrounding lawsuits in response to discovery requests. Prepare affidavits regarding litigation and obtain necessary documents relevant to discovery requests.

1. Evaluate and establish the appropriate level of priority for case files, manage a system to track cases, and notify each attorney of pending deadlines and hearings.
2. Direct the preparation of monthly Commission reports and other reports as assigned.
3. Maintain internal docket concerning all litigation matters.
4. Act as liaison between the Department and members of the Office of the Attorney General.
5. Assist Department personnel in preparation for depositions, trial testimony, subpoenas or any other aspects of litigation in which they may become involved.
6. Assemble exhibits, affidavits and other legal documents for filings, responses, and other related litigation matters including for use of Attorney General in trial or for internal use at Peer Review Board and discharge hearings.
7. Assist attorneys in preparation of written responses to EEOC/TWCCRD complaints. Conduct limited investigations into the facts and circumstances surrounding discrimination complaints. Prepare affidavits from the relevant witnesses regarding their knowledge of the situation.  Gather and assemble responsive documents.
8. Use independent judgment to review, analyze, process and respond to Public Information Act requests. Draft correspondence to communicate with the requestors, Department personnel, and the Attorney General’s Office.
9. Participate in conducting training classes on the Public Information Act for Department personnel; respond to requestors pertaining to the Department’s administrative process for Public Information Requests.
10. Direct the preparation of monthly reports regarding Public Information Requests.
11. Conduct extensive legal research on a broad range of legal issues.  Prepare briefs and reports of legal research findings, prepare various legal and administrative documents; verify accuracy of legal citations and references.
12. Perform a variety of criminal law related tasks including: drafting and editing policies and procedures; reviewing documents for legal sufficiency; and legal research.
13. Respond to inquiries regarding legislation and statutes using independent judgment to respond to each request.
14. Perform the individual tasks necessary to prepare and coordinate the publication of Department law books that are within the responsibility of the Office of General Counsel.
15. Monitor and coordinate the drafting and submission of administrative rules to the Texas Register for publication.
16. Act as a liaison between the Department and members of the Secretary of State’s Office.
17. Review and draft responses to subpoenas.
18. Coordinate and monitor the retention of Legal Operation records.
19. May assign work to, monitor and oversee the work of support staff.
20. Coordinate the monitoring and tracking of Department legislation.
21. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies
22. Perform other duties as assigned by the General Counsel.

GENERAL QUALIFICATIONS and REQUIREMENTS: 

Legal Assistant III (3576/B20) 

Education - Graduation from a High School or equivalent is required. Graduation from a program of paralegal studies or the equivalent college level course work or certificate is preferred.

Experience – Four (4) years’ of verifiable experience in legal assistant work.

Substitution Note:  Equivalent experience in administrative support, office management, related professional roles, or relevant post-secondary education may be substituted for legal assistant experience on a year-for-year basis. Note: Thirty (30) semester hours is considered equivalent to one (1) year of education.

Legal Assistant IV (3578/B22)

Education - Graduation from a High School or equivalent is required. Graduation from a program of paralegal studies or the equivalent college level course work or certificate is preferred.

Experience – Six (6) years’ of verifiable experience in legal assistant work.

Substitution Note:  Equivalent experience in administrative support, office management, related professional roles, or relevant post-secondary education may be substituted for legal assistant experience on a year-for-year basis.      Note: Thirty (30) semester hours is considered equivalent to one (1) year of education.

Advancement to higher levels of this position is contingent upon prior work experience, complexity of work performed, successful performance, level of experience gained, and recommendation of the General Counsel.

Licensure and/or Certification - Must possess a valid driver license from state of residence.

Regulatory knowledge – Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State, and Federal, regulations, legislation, guidelines, policies and procedures. Considerable knowledge of legal terminology, research methods and techniques, preparation and use of legal documents, administrative and court procedures, law office practices and procedures, and relevant laws. Working knowledge in the areas of civil litigation, criminal law, EEOC/TWCCRD compliance, the Public Information Act, and the Open Meetings Act.

Technology – Microsoft Office Suite, e.g. Word, Excel, Access, PowerPoint.  Working knowledge of modern business office practices, including desktop publishing. Ability to conduct Legal Research utilizing Westlaw/Lexis or similar computer-assisted research.

Interpersonal Skills – Must exercise excellent interpersonal skills - position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with external and internal customers.

Organizational and Prioritization Skills – Must be organized, flexible, and able to prioritize in a multi-demand environment and to perform work independently.  Ability to perform all duties at assigned work location on a regular and consistent basis; and under stressful circumstances and under prescribed deadlines.

Communication Skills – Excellent verbal and written communication skills including proficiency in English composition, grammar, punctuation and spelling.

Research and Comprehension – Knowledge of legal terminology, research methods and techniques, preparation and use of legal documents, administrative and court procedures, law office practices and procedures, relevant laws, and details of the English language as it applies to legal documents.

Analytical Reasoning/Attention to Detail – Must be analytical, detail-oriented, and able to multi-task without sacrificing accuracy or timeliness.  Ability to analyze problems, identify causative factors, and apply actions to effectively resolve current, and prevent recurrences of, problem conditions.

Confidentiality and Protected Information – Must be able to follow standardized and highly restrictive procedures, responsibly handle sensitive         and confidential information and situations.

PHYSICAL and/or ENVIRONMENTAL DEMANDS: 

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Environment:  Office/indoor environment;
• Ambulatory skills, e.g. stand, walk, sit, climb, balance, stoop, kneel, crouch;
• Hand-eye coordination and arm/hand/finger dexterity;
• Ability to speak, hear, and exercise visual acuity;
• Ability to transfer weights of twenty (20) pounds anticipated for this position;
• Driving requirements:   Low frequency (3%) 

State of Texas Benefits and Retirement Information: https://www.ers.texas.gov/

Current DPS employees who submit applications for posted DPS positions shall notify their immediate supervisor in writing.

A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change.

A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS.  ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.