Texas State Board of Pharmacy

Agency Job Posting #: TSBP 22-032 Work in Texas #: 15474502   Number of Openings: 1 Schedule: Full-Time Opening Date: August 12, 2022 Closing Date:  August 26, 2022   Job Title:                              Legal Assistant State Classification:        3576 – Legal Assistant III FLSA:                                     Non-Exempt Monthly Salary:                 $3,520 (B19) Team:                                   Legal Reports to:                          Assistant General Counsel Travel:                                   0% New Hires & Rehires:        60-day waiting period for health coverage Flex Schedule Allowance: Position Eligible Teleworking Status:           Position Eligible   Military Crosswalk Army: 27D, 270A     Navy: LN, YN, YNS Coast Guard: No Military Equivalent Marine: 4400, 4421, 4422, 4430 Air Force: 5J0X1   General Description Performs highly complex (senior-level) legal assistant work. Work involves coordinating legal activities; researching, analyzing, investigating, and drafting legal documents; and assisting attorneys with case management.   Works under limited supervision, with considerable latitude for the use of initiative and independent judgment within the limits of agency’s policies and procedures.   Essential Duties and Responsibilities

• Drafts, prepares, and files complex legal documents for attorneys relating to formal and informal disposition of contested cases, temporary suspension hearings, and administrative proceedings, and reviews and edits these letters/documents for accuracy. Documents include Preliminary Notice Letters, Eligibility Letters, Notices of Hearing, Pleadings, Discovery Requests and Responses to Discovery Requests, Motions, Responses to Motions, Briefs, Findings of Fact and Conclusions of Law.
• Assists with the scheduling and coordination of informal conferences and formal disciplinary hearings, as well as depositions and other meetings/interviews with attorneys and clients.
• Coordinates with peer assistance program to obtain expert reports and arrange appearances at informal conferences.
• Data enters, maintains, and closes case information in the Legal Team case management system, agency database, and tracking logs.
• Coordinates, assembles, scans, and prepares evidence, exhibits, affidavits, and other documents for use in legal proceedings before informal conferences, Board meetings, and as required for other proceedings, which includes preparation of electronic notebooks.
• Prepares agenda and assists in distribution to applicable staff at least 10 business days before informal conferences.
• Assists with and prepares correspondence regarding requests for informal conference and postponements of informal conferences.
• Drafts and prepares proposed and final disciplinary orders and corresponding cover letters.
• Communicates with complainants verbally or in writing.
• Drafts and prepares correspondence and documents relating to complainants, licensees, attorneys, and other members of the public, which may involve legal interpretations and analysis.
• Assists with requests for public information regarding complaints and disciplinary actions.
• Checks citations, quotations, footnotes, and references for accuracy.
• Assists with filing of pleadings with the State Office of Administrative Hearings.
• Reviews, tracks, processes, and/or delivers mail, case files, and phone calls/messages for attorneys.
• Determines work priorities and schedules time accordingly.
• Assists in the organization and maintenance of Team files.
• Assists in the development of Team forms and procedures.
• May provide information about established adjudicative policies and procedures and explain previously interpreted laws, rules, and regulations to Board customers and staff.
• Answers phone calls and takes messages as appropriate.
• Maintains sufficient supplies on hand.
• Complies with all agency personnel policies, including regular attendance.
• Performs related duties as required.

  Knowledge, Skills, and Abilities:

• Working knowledge of standard office procedures and office equipment, including personal computer.
• Working knowledge of Microsoft Word and Excel with the ability to effectively enter and update information in a workbook and use forms and templates.
• Ability to access, input, and retrieve information from the computer.
• Interpersonal skills to interact with a variety of contacts professionally and tactfully.
• Ability to maintain confidentiality.
• Considerable knowledge of Team policies and procedures.
• Ability to type quickly and accurately.
• Ability to work independently and manage time efficiently.
• Ability to manage multiple priorities concurrently.
• Memory skills.
• Interpersonal skills to interact with the public courteously and professionally.
• Ability to draft letters and legal and administrative documents.
• Ability to pay close attention to detail.
• Thorough knowledge of agency policies and procedures.
• Ability to maintain effective working relationships with other employees.
• Ability to analyze legal problems, and to interpret case law, statutes, rules, and procedures.

  Education and Experience Requirements:                                                                                                                                                                             Experience in legal assistance work is desirable. Experience in a healthcare regulatory agency or as a pharmacy technician is desirable. Graduation from an accredited four-year college or university with major coursework in law or a related field is generally preferred. Experience and education may be substituted for one another. Knowledge of business English, standard office procedures, legal terminology, and administrative laws, rules, and/or procedures is desirable. Experience with Microsoft Office Suite.   Environment/Physical Conditions Normal office environment. Tobacco free environment. Work involves sitting and operating a personal computer for long periods of time. Physical conditions will require a person with sufficient stamina to maintain a constant high level of concentration for long periods of time.  Work involves reading and reviewing large numbers of documents. Work involves processing information quickly and accurately.  Work involves verbal communications with others. The specific statements shown in each section of this position description are not intended to be all inclusive. They represent typical elements and criteria necessary to successfully perform the job. Conditions of Employment: Applicants must be eligible, as determined by the Texas Department of Public Safety, to access criminal history records. Must pass state and/or national fingerprint identification checks. Upon employment, must be able to pass the required online CJIS class regarding the security of criminal records. Employment Eligibility / E-Verify In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form (Form I-9) upon hire. TSBP participates in E-Verify and will provide the Federal Government with your Form I-9 information to confirm that you are authorized to work in the U.S. TSBP is unable to sponsor employment visas. Selective Service Requirement In accordance with Texas Government Code, Sec. 651.005, all males who are 18 to 25 years of age must present proof of registration with Selective Service or exemption from registration upon hire.  How to Apply Applicants must submit a completed State of Texas Application with all requested information. Incomplete applications will not be considered. A resume may be submitted to supplement the State of Texas Application; however, a resume submitted in lieu of the application will be rejected. Additionally, an application with “see resume” within the summary of experience is considered incomplete and will be rejected. All applicants must also submit a cover letter that focuses on the applicant’s unique qualifications for the position to be considered for the position. The Texas State Board of Pharmacy (TSBP) accepts the State of Texas applications only for posted vacancies. Applications must be received by 11:59 P.M. CST on the closing date. Applicants may submit their State of Texas application directly to TSBP using the following methods or online at WorkInTexas. Note that any supplemental items (such as cover letters and resumes) must be sent directly to TSBP by using the methods below: Texas State Board of Pharmacy 333 Guadalupe St. Ste. 3-500 Austin Texas 78701 human.resources@pharmacy.texas.gov Veteran’s Preference In order to receive a veteran’s preference for any position, one of the following documents must be submitted with the employment application: a copy of the DD-214; a statement of compensation from the Veteran’s Administration, or a copy of the DD1300.   The Texas State Board of Pharmacy (TSBP) is an Equal Opportunity/Affirmative Action/ADA Employer and Smoke Free Agency. The TSBP’s employment positions are covered by the Fair Labor Standards Act (FLSA). TSBP does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or veteran status. A copy of TSBP’s EEO Plan Utilization Report is available at http://www.pharmacy.texas.gov/files_pdf/EEO_Utilization_Report_TSBP_Amended.pdf       PERFORMANCE REQUIREMENTS   GENERAL POSITION TITLE:                        Legal Assistant TEAM:                                                              Legal SUPERVISOR:                                                 General Counsel TEAM LEADERS:                                            Assistant General Counsel STATE CLASSIFICATION TITLE:                  Legal Assistant III STATE CLASSIFICATION NO:                      3576 STATE CLASSIFICATION GROUP:               B19 FLSA STATUS:                                                Non-Exempt FLEX SCHEDULE ALLOWANCE:                  Position Eligible TELEWORKING STATUS:                              Position Eligible   PERFORMANCE MEASURES:

1. Prepares Preliminary Notice Letters, Orders, and other documents relating to the informal disposition of cases.
2. Mails Preliminary Notice Letter packets within 150 days of receipt of the case in Legal and no later than 45 days prior to a scheduled informal conference.
3. May assist in the scheduling and coordination of informal conferences and formal disciplinary hearings, as well as depositions and other meetings/interviews with attorneys and clients. May assist in coordinating obtaining expert reports involving impairment issues.
4. Assembles, scans, and prepares evidence, exhibits, affidavits, and other documents for use at Board meetings and in legal proceedings.
5. Coordinates, reviews, and prepares proposed and final Agreed Board Orders and Board Orders, with appropriate cover letter of explanation.
6. Assembles legal and administrative documents and prepares documentation for use at Board meetings and informal and formal disciplinary hearings.
7. May draft and prepare correspondence to complainants, licensees, attorneys, and other members of the public, which may contain legal interpretations and analysis.
8. Provides information about established adjudicative policies and procedures and explains previously interpreted laws, rules, and regulations to Board customers and staff without providing legal advice.
9. Assists in answering calls made to the main Legal phone line.
10. Assists in monitoring case status through timely and accurate entries into case tracking tools and written and verbal follow-up with licensees and attorneys.
11. Works closely and regularly communicates with Board attorneys and other Legal team staff in a collaborative working environment.
12. Determines work priorities and schedules time accordingly.
13. Organizes and maintains legal and confidential files.
14. Complies with all agency personnel policies, including regular attendance.
15. May be required to perform other duties listed in the position description.

LEGAL ASSISTANT III MINIMUM ACTIVITY REPORTING REQUIREMENTS Submit activity reports at an interval required by supervisor or team leader that may contain any or all of the following information as directed:

• # of PNLs mailed within the 150 day and 45 days performance requirements;
• # of PNLs not mailed within the 150 day and 45 day performance requirements;
• # of Orders prepared and submitted to Respondents;
• # of other miscellaneous correspondence mailed;
• Meeting(s) attended (notate if required or not);
• Trainings, presentations, and other professional development; and
• Other items required by supervisor for tracking.

  Amended 02/2022                                             Replaces 01/2021