Legal Assistant

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: Legal Assistant
Job Title: Legal Assistant IV
Agency: Health & Human Services Comm
Department: OCC Legal Services Division
Posting Number: 15555
Closing Date: 04/15/2026
Posting Audience: Internal and External
Occupational Category: Legal
Salary Range: $4,801.16 - $7,761.50
Pay Frequency: Monthly
Salary Group: TEXAS-B-22
Shift: Day
Additional Shift:
Telework: Eligible for Telework
Travel: Up to 10%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 4601 W GUADALUPE ST
Other Locations:
MOS Codes: 4400,4421,4422,4430,270A,27D,5J0X1,LN,YN,YNS

Brief Job Description

This position performs highly complex legal assistant work in the Enforcement Department. The Enforcement Department is one of eight departments in the Legal Services Division of the HHS Office of Chief Counsel. The Enforcement Department provides legal support related to HHS sanctions against facilities, programs, and services.

The Legal Assistant IV performs highly advanced (senior-level) legal support for managers and attorneys in the Enforcement Department. The position works under minimal supervision with extensive latitude for the use of initiative and independent judgment. This position involves complex administrative operations and providing technical assistance to staff, managers and Director. Additionally, this position will assist with the development, management, and quality assurance of complex case databases; assist support staff in all phases of the litigation process including docketing of cases, filing of pleadings and motions, compilation of evidence, and preparation of discovery responses and general correspondence. The Legal Assistant IV will also coordinate legal activities including large scale projects, business initiatives, conduct data analysis and research, manage reporting systems, draft legal documents; and assist the attorneys with their case management.

This position requires extensive knowledge of the Administrative Procedures Act, Texas Administrative Code and confidentiality rules to compile and prepare evidentiary documents for legal proceedings.

Essential Job Functions

Manages and maintains case management system and reporting infrastructure.

Manages and maintains case management system including managing information and conducting comprehensive quality assurance reviews of the information maintained by the case management system. Develops, implements, and manages data validation protocols and quality control procedures to ensure accuracy and completeness of all case data. Maintains statistical records, prepares detailed reports, and generates data analytics to track enforcement activities; coordinates assignments with support staff to facilitate priority task completion. Develops and maintains administrative databases, correspondence, legislative and miscellaneous assignments. Develop written policies and procedures for office administrative tasks. Utilizes advanced reporting tools and data visualization techniques to present case metrics and performance indicators to management and stakeholders.

Maintains, organizes, and assigns new contested cases to attorneys handling enforcement cases

Maintains, organizes, and assigns new contested cases to attorneys handling enforcement cases. Assists attorneys in scheduling and prioritizing their caseloads. Maintains attorney hearing calendar through Microsoft Outlook. Organizes case files and prepares chronologies, fact summaries, and witness files in preparation for court proceedings. Implements and maintains organized file systems using both physical and digital methods, ensuring consistency with established data management standards. Sets up and maintains files that are organized chronologically, numerically and/or by subject matter.

Assists in preparation for legal proceedings and document management

Assists attorneys and support staff in preparation for administrative hearings. Coordinates and contacts witnesses for appearance in all court proceedings. Files motions, prepares and compiles exhibits for filing with the State Office of Administrative Hearings (SOAH) and Health and Human Services Appeals Division. Coordinates, assembles, and/or prepares evidence, affidavits, and documents for use in legal proceedings. Under attorney supervision, drafts various legal documents, including pleadings, motions, subpoenas, and correspondence. Conducts quality assurance reviews to check references for accuracy. Performs comprehensive document review and verification to examine documents for accuracy and completeness. Conducts bate-stamping, redaction, duplication, and indexing of documents. Maintains detailed records and documentation logs for all processed materials.

Coordinates discovery and communications

Coordinates discovery, including drafting and calendaring of discovery in accordance with relevant rules and procedures for assigned enforcement attorney. Coordinates the service of subpoenas and notice of depositions by communicating with law enforcement agencies and court reporting agencies. Contacts office staff, court personnel, employees from other HHSC departments, and criminal justice agencies to obtain information needed for contested cases. Locates and makes arrangements with foreign language interpreters in preparation for court proceedings. Communicates with clients, attorneys, governmental agencies, and law enforcement agencies concerning the status of cases. Conducts statistical, documentary, and investigatory research for program and stakeholders..

Knowledge, Skills, and Abilities

(1) Extensive knowledge and experience with case management systems and data management platforms including Salesforce and E-File; proficiency in extracting, organizing, and analyzing data from multiple sources; ability to identify data quality issues and implement corrective actions.

(2) Advanced experience with data management, reporting, and quality assurance. Expertise in developing and maintaining data validation protocols; experience with statistical analysis and report generation; proficiency in identifying trends and anomalies in case data; ability to create automated reports and dashboards for stakeholder review.

(3) Extensive experience with organizing and maintaining complex file and record systems, including managing multiple tasks, meeting deadlines, planning and prioritizing work; ability to implement and enforce data organization standards across multiple users and systems.

(4) Knowledge of accepted business and legal practices and procedures including data governance and information management standards.

(5) Extensive knowledge and experience with managing large scale projects including projects involving data consolidation, system implementation, and quality assurance initiatives.

(6) Advanced expertise in compiling case data and generating reports including proficiency in creating statistical summaries, trend analyses, and performance metrics; ability to present data findings in clear, actionable formats for management and stakeholders.

(7) Extensive experience with developing presentations particularly data-driven presentations and visual representations of information and metrics.

(8) Proficient use of computers and software applications including Microsoft Word, Adobe Pro, Excel, Access, PowerPoint, SharePoint or other similar applications/software. Advanced proficiency in Excel for data analysis, pivot tables, and data visualization; experience with database management tools and reporting software.

(9) Knowledge of legal terminology, state laws, rules, and regulations including Administrative Procedures Act (APA), Texas Administrative Code.

(10) Knowledge of research methods and techniques including data research methodologies and investigative approaches.

(11) Skill in working with the public

(12) Skill in effective verbal and written communication

(13) Skill in attention to detail and proofreading, particularly in reviewing data accuracy and document quality.

(14) Ability to conduct complex research; to draft, prepare, and interpret legal documents; to evaluate and relate findings to cases in question; to conduct investigations; and communicate effectively.

(16) Ability to establish and maintain effective working relationships

(17) Ability to work under minimal supervision and oversee the work of others, including training staff on data management and quality assurance procedures.

(18) Ability to work independently and effectively as a team member to accomplish agency goals.

(19) Skill in using office equipment including copiers, facsimile, collating, binding, etc. for the compilation of exhibits/evidence.

(20) Ability to compile statistics, gather data and present data in various forms for the benefit of program clients, stakeholders and management. Advanced ability to analyze datasets, identify patterns, and communicate findings through reports, visualizations, and presentations.

(21) Ability to use independent judgment including making decisions regarding data quality, process improvements, and quality assurance protocols.

Registrations, Licensure Requirements or Certifications

Paralegal certificate preferred but can be substituted with at least 5 years work as a paralegal.

Initial Screening Criteria

At least 5 years experience in legal assistant work. Graduation from an accredited four-year college or university with major coursework in law or a related field is generally preferred but not required. Experience and education may be substituted for one another.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.