Job Description

Legal Assistant

This is a highly responsible position working with executive staff under the direction of the General Counsel. The Legal Assistant will prepare and maintain legal documents and records, perform legal research, prepare summaries and reports, ensure compliance with regulatory requirements and deadlines, and provide administrative support to the General Counsel.

Essential Duties and Responsibilities

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

Records Administration and Compliance

• Creates and maintains log of all FWHS-affiliated business entities, including critical filing numbers, organizational data and status of compliance reporting.
• Provides backup for coordination for annual, special, and organizational meetings for FWHS board and affiliate entities, including timely scheduling and posting of agendas, preparation of resolutions and minutes, and related record keeping tasks, in compliance with all applicable laws and regulations.
• Files and track various Texas state required business filings including assumed name certificates, Public Information Reports, registered agent changes, and address updates in coordination with the Finance department and auditors, ensuring information is accurate and current. Performs routine audits of corporate governance documents and records to ensure compliance.
• Maintains a records management policy and procedures, including coordinating reviews, storage protocols, and destruction schedules with other departments within FWHS.
• Organizes and maintains existing files, both digital and paper, as required by the records retention policy. Coordinates scanning and archiving of historic records into digital storage.

General Legal Support

• Analyze and organize various data for development and maintenance of logs, summaries, checklists, and databases for use by legal department staff and internal business partners, and other purposes.
• Assist the General Counsel and legal department staff with research, investigations, fact-finding, and preparation of summaries, reports, and responses to public information requests.
• Corresponds with internal business partners, external counsel, and third-party partners and property managers related to legal and compliance matters.
• Prepares initial drafts of service contracts, funding agreements, public notices, reports, and other documents as requested.
• Monitors and researches legislation and regulations related to affordable and public housing and disseminates to affected departments.
• Performs general administrative support tasks for General Counsel, such as calendar management, correspondence and document generation, preparing expense reports, and keeping meeting notes and minutes.
• Other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Licensing

• Associate's degree in business, Paralegal Studies, or a related field.
• At least 5 years of experience as an administrative professional with increasing responsibility, preferably in a legal office or government entity, or a combination of education and experience. Experience with formation or compliance filing for Texas business entities is preferred.

Other Required Qualifications

• Must have taken, or take within 6 months of employment, trainings on the following: Texas Open Meetings Act, Public Information Act, and Records Management.
• Must pass a criminal background and motor vehicle record check.

Skills and Experience

• General knowledge of legal principles, procedures, and terminology
• Knowledge of Texas business entity formation and requirements for filing and reporting
• Strong ability to use independent judgment to independently manage workload and responsibilities and implement and communicate decisions
• Strong organizational skills with attention to detail
• Strong adherence to confidentiality and privacy rules and policies; ability to build and retain trust with internal business partners while handling sensitive or confidential personal and business information
• Ability to proactively prioritize tasks and assignments, and to follow through with completion of work within timeframes provided
• Ability to read, interpret, and summarize complex state and federal legislation and regulations
• Knowledge of general office procedures and practices, document control systems and records-management processes
• Ability to communicate clearly and concisely, orally and in writing with a variety of audiences
• Ability to establish and maintain effective and courteous relationships with other employees, executive leadership, and external business contacts
• Above average analytical and reasoning skills
• Advanced document formatting, organization, and version-control skills
• Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements; anticipate potential problems and needs in order to develop and initiate appropriate corrective action

Technical Skills

• To perform this job successfully, an individual should have above-average abilities using computer software such as Word, Excel, Outlook, and PowerPoint, and experience or ability to gain proficiency quickly in Microsoft 365 programs, including Teams
• Ability to use internet resources for research and developing reports
• Ability to use governmental agency dashboards and platforms to upload forms, documents and information
• Ability to learn other computer software programs as required by assigned tasks

Physical Demands

• Light physical demands - job duties are primarily indoor sedentary desk work and driving
• Duties require the employee to regularly sit, stand, walk, type, operate a computer and other office equipment, drive to attend onsite and offsite meetings and appointments, and to read, listen and communicate in writing and verbally, via in-person meetings, video conference, email, and phone
• While primarily sedentary, some walking, standing, bending, and carrying of items such as books, binders, files, and documents are required. The employee must occasionally lift and/or move up to 25 pounds
• The noise level in the work environment is usually quiet

Telework

Following a probationary onboarding period, this position is eligible for part-time teleworking, subject to the need for physical attendance as directed by the employee's supervisor or required by the circumstances.

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