Administrative Assistant II - Environmental Enforcement Program (EEP)

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Summary

Under general supervision, the Administrative Assistant II in the Environmental Enforcement Program of the Hays County Criminal District Attorney’s Office performs duties in support of the Environmental Enforcement Program.  Performs a variety of administrative and clerical support functions for the Assistant Criminal District Attorney and Investigator to whom assigned. This position affects the accuracy, reliability and acceptability of further processes and services.

• Coordinates and carries out duties involved in daily activities of the EEP.
• Assists the public and acts as a liaison between the EEP, courts, local departments, other agencies, and the public.
• Drafts schedules, memos and letters for members of the EEP.
• Delivers and picks up legal documents and other materials related to cases.
• E-files legal documents with appropriate courts and provides general case preparation support.
• Receives and processes intake communications for environmental issues and complaints.
• Answers telephone calls and greets visitors, provides information and assistance; takes messages.
• Assists and answers questions from the public received in person, by phone or by email regarding status, disposition, pending actions or other aspects of investigations or cases.
• Sorts, logs and distributes incoming mail and documents. Performs filing duties. Makes copies when appropriate.
• Drafts correspondence, charts, spreadsheets and reports.
• E-files legal documents with appropriate office.
• Assists in preparing cases. Collects, organizes and prepares evidence, information and other legal materials needed by attorneys.
• Responds to environmental inquiries and takes initial steps to resolve citizen complaints and ensures department policies and procedures are met.
• Helps initiate new cases and updates the status of existing cases in a case management system.
• Organizes and scans documents into a document imaging system.
• Indexes each document by entering the appropriate category codes and descriptions so that documents can be retrieved quickly using a variety of data elements.
• Uses scanning software to input information and capture images and perform quality assurance.
• Performs quality verification procedures on scanned documents prepared by co-workers.
• Maintains radio and phone contact with investigators.
• Processes information received from investigators.
• Works with the Assistant Criminal District Attorney and Investigators on special projects.
• Performs statistical analysis and produces activity reports.
• Prepares and mails correspondence to individuals subject to enforcement.
• Notifies investigators of outstanding warrants being worked and assist with clearing them.
• Obtains and reviews evidence, including reports, videos, audio, records and/or criminal case documents from law enforcement agencies, as requested.
• Performs legal research on a variety of legal issues, as needed.
• Notarizes legal documents.
• Makes trips between government buildings, as needed.
• Assures services delivered meet quality and timeliness standards.
• Maintains confidentiality and security of records and information.
• Performs other duties as assigned.

• Requires High School Diploma or equivalent.
• Requires completion of an Administrative Assistant program or equivalent, or two or more years of college.
• Two years of experience in the legal profession serving as a legal secretary or related; or any equivalent combination of experience and training.

• Class C Texas driver’s license.
• Bilingual preferred (Spanish and English).

• Must have an acceptable criminal history background (generally, Class C offenses only).
• Notary Public or able to become a Notary Public.