Legal Secretary

HHSC Office of Chief Counsel provides administrative support service in the Health and Human Services system. The Office consists of three divisions:  Appeals, Legal Services, and Privacy. The Office routinely provides consultative services to HHS agencies and programs as a part of supporting the HHS system legal needs. Consultation includes the Legal Services Division’s collaborating with internal clients and providing guidance on statutes, rules, program policies, contracts, privacy/data governance, litigation, employment, personnel, and a wide range of other issues. Legal Services also includes the Open Records Department, responsible for HHSC’s and DSHS’s compliance with the Public Information Act.

Appeals Division

The Appeals Division comprises three departments: Contested Cases Department, Fair and Fraud Hearings (FFH) Department, and Informal Dispute Resolution (IDR) Department. The Contested Case Department analyzes Proposals for Decision from the State Office of Administrative Hearings and drafts Final Orders accordingly. The Fair and Fraud Hearings Department Hearings Officers conduct fair hearings and administrative disqualification hearings statewide for 169 eligibility programs within HHS. The IDR Department is responsible for the IDR process, which allows nursing facilities, assisted living facilities, intermediate care facilities, and Home and Community-Based/Texas Home Living waiver providers an opportunity to request review of violations cited by the HHSC Regulatory Division.

Contested Cases Department

The Contested Cases Department conducts in-house administrative hearings, including hearings governed by the Texas Administrative Procedure Act, and analyzes Proposals for Decision from the State Office of Administrative Hearings and drafts Final Orders accordingly.

Brief Job Description:

Performs complex administrative support work. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Employees at this level will:

Coordinate hearings, meetings, conferences, and seminars.

Coordinate and schedule travel and appointments for professional staff.

Maintain filing systems, including recording information, updating paperwork, or maintaining documents, records, correspondence, or other material.

Work involves providing legal and administrative support and maintaining communication with clients, attorneys, agencies, and the general public. May train others. Works under general supervision, with moderate latitude for the initiative and independent judgment.

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Reviews and processes mail, faxes, interagency mail for legal staff.

May docket incoming appeal requests.

Organizes, indexes, and files legal and administrative documents and maintains filing systems.

Answers the phone, providing general information or routing calls as appropriate.

Prepares, proofreads, and edits legal and administrative documents.

Prepares case records for storage according to data retention schedule.

Assists in preparing responses to legislation inquiries and open records requests.

May assist in interpreting rules, regulations, policies, and procedures for the agency, agency staff, or the general public.

May train others.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:  

General office practices and administrative procedures.

Legal practices and terminology; and of spelling, punctuation, sentence structure, and grammar.

Skill in:  

Use of computer software, office equipment and reference materials.

Ability to:  

Prepare legal correspondence and documents; to maintain files and records; to interpret rules, regulations, policies, and procedures; to communicate effectively.

Implement new administrative systems and procedures and to evaluate their effectiveness; and to train others.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Fluency in Spanish and English required.

Experience in legal administrative support work. Graduation from a standard senior high school or equivalent preferred. 

Additional Information:

N/A