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Capps Plumbing and Sewer, Inc. · 3 days ago

DPS - OGC - Field Secretary, ALR - 3567IB - Houston (Townhurst Drive)

HOUSTON (TOWNHURST DR)1601 TOWNHURST DR

Full-time

Onsite

Entry, Mid Level

2+ years exp

Capps Plumbing and Sewer, Inc. is part of the Texas Department of Public Safety, seeking a Field Secretary to provide legal secretarial support to attorneys within the Administrative License Revocation legal staff. The role involves composing legal documents, coordinating travel, assisting with scheduling, and managing administrative responsibilities.

CommercialCustomer ServiceProperty ManagementResidential

Responsibilities

Compose a wide variety of legal correspondence, legal memoranda, forms, reports, schedules, itineraries, statistical summaries and related documents. Perform research using Department data bases and files, and revise drafts as necessary to assure accuracy of all details in the content, and formats documents in compliance with normal business and legal standards

Coordinate travel arrangements for legal staff and prepare and process related paperwork and support files as required

Assist attorneys with scheduling of depositions, court appearances and client interviews

Perform administrative responsibilities as required

Review, analyze and evaluate documents to determine proper action to be taken. Certify integrity of documents

Coordinate program activities through automation

Communicate with other Department employees and public officials, representatives of other state agencies, city and county agencies, law firms, private businesses and the general public to resolve problems relating to ALR administrative duties

Respond to oral and written inquiries and requests from individuals regarding problems associated with hearings

Inform prosecution witnesses about hearings schedules to assure their presence on time for hearings

Review applications for agency services to ensure forms are filled out completely and accurately, requesting missing information and documentation as required

Answer telephone calls, route incoming calls, take messages, greet visitors, and direct individuals to the appropriate staff

Compose purchase memoranda and handles purchases and service requests

Maintain and organize field office files and records for Administrative License Revocation field staff

Maintain ALR field property inventory

May maintain ALR field fleet vehicles log books, and deliver and pickup ALR documents within field office vicinity

Receive, sort, and distribute mail

May train other administrative support staff

May participate in reconciling time records of Administrative Licensing Revocation staff by utilizing the state time leave accounting system

Use several software systems to input, retrieve, and query data stored in various Department databases; utilize word processing and spreadsheet software to prepare correspondence, memoranda, reports, and other communication; and operates other standard office equipment in performing assigned duties

Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies

Perform other duties as assigned

Qualification

Legal secretarial experienceMicrosoft Office SuiteResearch skillsAnalytical reasoningOrganizational skillsInterpersonal skillsCommunication skillsAttention to detailConfidentiality handlingFlexibility

Required

Graduation from a standard senior high school or the equivalent is required

Minimum of two (2) years' experience in general office practice / legal secretarial including routine knowledge of standard word processing, spreadsheet, and database software

Must possess a valid driver license from state of residence

Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures

Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers

Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism

Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals

Must demonstrate ability to quickly and efficiently access relevant information, and be able to utilize and/or present research and conclusions in a clear and concise manner

Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems

Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems

Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information

Availability for travel as needed for deliveries or purchases

Preferred

Graduation from an accredited four-year college or university with a major in Business Administration, Criminal Justice, Legal Studies, or a related field is preferred