Legal Assistant III

Position: 26-503-24 - Legal Assistant III
Job Description

GENERAL DESCRIPTION

Performs highly complex (senior level) legal assistant work to support Staff Attorneys responsible for enforcement litigation. Duties include analysis of investigative reports and managing legal/administrative support for SOAH hearing processes, including knowledge of SOAH rules, filing process and deadlines. May assist with training and oversight of administrative staff. At the direction of staff attorneys is responsible for preliminary preparation of SOAH case evidence.

Assists with investigative process for SOAH cases including processing subpoenas, obtaining certified records from courts and other public entities, obtaining, verifying, and organizing affidavits and working with non-retained witnesses to obtain sworn statements and affidavits on SOAH cases. May attend proceedings and assist staff attorneys with presentation of evidence. May work with investigations department to obtain prescription data for licenses.

For SOAH cases, assists with case tracking, organization of pleadings and discovery and maintains litigation files electronically. Works with administrative staff to maintain the agency file and verify evidence returned from SOAH. Assists with preparation of evidence for review by expert witnesses. Assists with evidence organization, witness coordination, certification of documents, affidavits and sworn statements in temporary suspension and cease and desist cases.

Reports to the Legal Assistant Supervisor and the Manager of Litigation. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.

PRINCIPAL JOB DUTIES AND RESPONSIBILITIES

State Office of Administrative Hearings Support

10% Case Management and Organization

• Knowledge of SOAH Rules of Procedure.

• Familiarity with assigned cases and deadlines.

• Analyze investigative material/evidence and manage and organize legal/administrative support for SOAH processes.

• Assists in organizing and prioritizing staff attorney caseloads; maintains tickler system to ensure all SOAH deadlines are met; and calendaring of Scheduling Order deadlines for staff attorney.

• Organize and maintain Litigation files electronically and in notebooks as necessary.

• Verifies electronic agency files and case files are complete and accurate.

20% Legal Documents and the Mailing and Filing of Legal Documents

• Draft, review, and prepare SOAH related documents, including Complaints, pleadings/motions, responses to pleadings/motions, discovery request, discovery responses, and legal correspondence.

• Prepare and file with SOAH legal documents, including Complaints, pleadings/motions, responses to pleadings/motions, and when necessary, legal correspondence to the Administrative Law Judge (ALJ).

• Properly file confidential material with SOAH.

• Prepare and mail SOAH related legal correspondence and documents.

• Proofread legal documents and correspondence for accuracy.

15% Mediation

• Draft and prepare mediation related documents for staff attorney's review.

• Confidentially and timely submit approved mediation material to the assigned Board member and ALJ.

• Prepare Mediated Agreed Orders for presentation to the Board for review and approval.

5% Depositions and Subpoenas

• Draft, review, and prepare deposition and subpoena documents.

• Provide deposition and subpoena documents to staff attorney and Litigation manager for review prior to requesting Executive Director's approval and signature.

• Arrange a court reporter for depositions and process service for depositions and subpoenas.

20% Evidence and Hearings

• Review and analyze investigative material; assist in coordinating, assembling, and preparing evidence, and evidence related documents for SOAH proceedings; submit prepared material to staff attorney and Litigation manager for approval; and make necessary revisions as requested by staff attorney and Litigation manager.

• Assists with preparation of evidence to provide to the Expert Witness.

• Draft and prepare the Evidence Index and Patient  for expert review.

• Responsible for preparing evidence per the Scheduling Order and staff attorney. Assemble hearing notebooks.

• Responsible…