Executive Assistant - Affirmative & Special Litigation Division

Position Description

The Harris County Attorney's Office (HCAO) is seeking an Executive Assistant to join our Affirmative & Special Litigation Division, which handles litigation and appeals in state and federal courts. The litigation and appellate matters concern large public impact cases, as well as other civil matters including constitutional claims, consumer protection, nuisance, and contract disputes. The Division also investigates potential claims and regulatory enforcement against businesses and individuals. The Division’s goal is to advance and protect, through litigation, the well-being, health, and safety of Harris County residents. Under the supervision of Managing Counsel, the Executive Assistant will perform delegated and supervised substantive and administrative legal work that requires an understanding of legal principles and procedures.
In addition to the ability to earn compensatory time for hours worked in excess of 40 hours per workweek, the selected candidate may be eligible to participate in the HCAO telework program, which currently allows employees to work from home a few days per week.
Duties and Responsibilities:

• Coordinates and manages the Managing Counsel schedule and e-mails.
• Performs advanced administrative tasks such as developing agendas, preparing attorney case reports, and tracking case status and outcomes in support of docket management.
• Prepares agenda items for submission to governing body, including counsel contracts and settlement agreements among other items.
• Processes settlements and facilitates case closures.
• Processes matters approved by the Managing Counsel and Division Director, including invoices, reimbursements, and continuing education requests.
• Composes reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Maintains professional licenses and perform event registrations.
• Compiles data, research facts, and coordinates information retrieval to assist with multifaceted tasks and develop special projects.
• Coordinates and schedules complex meetings, teleconferences, and events.
• Coordinates team activities and events.
• Files and retrieves case documents, records, and reports.
• Answers and responds to calls from Harris County stakeholders, clients, and the public on behalf of the Division.
• Electronic filing and service of court pleadings and documents.
• Familiarity with service of process of court pleadings.
• Familiarity with discovery.
• Compose shells of legal documents.
• Handles multiple projects simultaneously while maintaining an effective balance of priority and high productivity.
• Develops and manages relationships with other county departments such as county commissioners, county judge, work groups, and others related to assigned projects.
• Provide executive leadership with travel and expense management.
• Performs other related duties as assigned.

• This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

Requirements

• High School diploma or equivalent from an accredited educational institution.
• Must possess at least five (5) years’ experience supporting attorneys and/or personnel in upper management (e.g. managers, directors).

• Excellent interpersonal communication skills and ability to communicate and work independently or in a collaborative group.
• Exhibit good strategic skills, leadership, verbal and written communication skills, and analytic capabilities.
• Exhibit a high level of professionalism and regard for confidentiality.
• Proficiency with technology and legal tools such as Microsoft Office Suite, Windows, Westlaw, and Adobe.
• Ability to comply with the Harris County Personnel Policies and Procedures and the policies of the County Attorney.
• Ability to handle multiple projects simultaneously while maintaining an effective balance of priority and high productivity.
• Must be able to work without direct supervision, and have excellent decision-making, and organizational skills.
• Ability to perform complex administrative skills for executive support and exercise good judgment.
• Ability to comply with office training requirements.
• Ability to perform in-person and online e-notary services as a Traditional and Online Notary Public in the State of Texas.
• Ability to use case management software.
• Occasional ability to work extended hours to accommodate caseload demands.

Preferences

• Paralegal certificate.
• Experience in administrative coordination or support of attorneys and/or executive level personnel.

General Information

• This is a full-time position.
• Days and hours of work are typically Monday through Friday, 8:00 AM to 5:00 PM, with occasional weekends and holidays as necessary.
• Hours may vary based on the business needs of the HCAO.
• The selected candidate may be eligible to participate in the HCAO telework program.
• This job typically operates in a professional office environment, and the individual in this role uses standard office equipment such as computers, printers, scanners/copiers, and phones.

• This is largely a sedentary role that requires standing or sitting for prolonged periods, exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body, repetitive motions requiring dexterity such as keyboarding that may include the wrists, hands, and/or fingers, communicating with others to exchange concepts and information, problem-solving, decision-making, organization, the ability to read/write, and the ability to manage workplace stressors such as adversarial interactions.

• The base compensation for this position will be determined on the candidate’s qualifications and the pay of other employees in the job function. Total compensation includes attractive paid leave programs, health benefits, and retirement plans.
• In addition, the position is eligible for the accrual of compensatory time off for hours worked over 40 in a workweek, consistent with Harris County personnel policies and procedures.

• Medical
• Dental
• Vision
• Wellness
• Life Insurance
• Long-term disability
• Employee Assistance Program
• 10 days of vacation each year for the first five (5) years of service. Accrual rates increase based on years of service.
• 10 county holidays plus one (1) floating holiday
• Professional development opportunities
• Dependent Care Reimbursement Plan
• Healthcare Reimbursement Account
• 457 Deferred Compensation Plan