Mail processing Jobs in Richardson, TX

About Us:

At Empower, we are proud to serve as a one-stop-shop business partner for healthcare organizations to support their administrative and employer needs. We strive to be more than a workplace, but also a community, where every voice is heard, and every team member is valued. Our team is driven by a shared mission to create a positive impact on healthcare organizations and the lives they touch. Join our team today to be part of our mission!

Job Summary:

The Legal Assistant provides essential day-to-day administrative, clerical, and document production support for the in-house Legal Department and the Corporate Executives. The primary responsibility is ensuring the accuracy, organization, and timely processing of all legal documents and regulatory filings specific to the hospice and home health industry. This role requires a high degree of proficiency in legal document formatting, rigorous attention to detail, and a commitment to maintaining patient and company confidentiality.

Essential Functions:

Core Legal Document & Production Support

1. Document Drafting & Formatting: Expertly transcribe, draft, format, revise, and proofread a wide range of legal and corporate documents, including contracts, policy updates, corporate resolutions, board minutes, and internal legal memos.
2. Electronic & Physical Filing: Manage and maintain the department’s legal filing systems, ensuring all physical and electronic documents (DMS) are accurately filed, indexed, and easily retrievable.
3. Litigation & Records Management: Assist with basic administrative tasks related to internal investigations or litigation matters, including organizing and processing responses to subpoenas or external requests for medical records, ensuring strict adherence to HIPAA protocols.
4. Time & Billing: Process and submit legal team invoices and expenses, track outside counsel billing against department guidelines, and manage basic departmental budget records.

Healthcare Compliance Administration

1. Regulatory Documentation: Assist in the administrative preparation and assembly of complex documentation required for state and federal regulatory filings, license renewals, and compliance reports unique to the home health and hospice industry (e.g., CMS, state health departments).
2. Contract Flow: Manage the administrative lifecycle of legal contracts (payer, vendor, employment), including tracking status, circulating for signatures, and ensuring executed copies are finalized and archived.
3. Confidentiality: Serve as the gatekeeper for highly sensitive legal and patient-related information, operating with absolute discretion in accordance with all company policies and federal law.

Administrative & Departmental Support

1. Correspondence: Manage incoming and outgoing mail, email, and couriers, prioritizing items that require immediate attention. Draft and prepare routine correspondence.
2. Calendar & Scheduling: Coordinate meeting logistics, schedule appointments (internal and external), and manage attorney and executive calendars, focusing primarily on meeting organization rather than complex travel logistics.
3. Office Support: Handle general administrative tasks for the legal and executive team, including ordering supplies, making copies, and maintaining shared office resources.

Additional Responsibilities:

1. Performs other duties as assigned or requested.
2. Expert proficiency in Microsoft Office Suite (Word, Outlook, Excel), particularly advanced formatting and editing functions in Word.
3. Exceptional proofreading skills and meticulous attention to detail.
4. Demonstrated ability to maintain confidentiality and handle sensitive information with professional judgment.
5. Familiarity with legal terminology, regulatory bodies (e.g., CMS), and compliance concepts (e.g., HIPAA).
6. High proficiency with transcription, document management systems (DMS), and electronic court/regulatory filing procedures.
7. Experience with assisting with corporate governance tasks and requirements.

Knowledge / Skills / Abilities:

1. Time management
2. Cooperative attitude
3. Advanced written and verbal interpersonal communication

Information Management:

Treats all information and data within the scope of the position with appropriate confidentiality and security.

Minimum Position Qualifications:

1. Education: High School diploma or equivalent; specialized secretarial training or an Associate’s degree preferred.
2. Experience: 2 years of experience in an administrative or secretarial role, with strong emphasis on document production and office management. Prior experience as a legal secretary in a corporate setting or law firm, ideally within a healthcare, home health or hospice practice area.
3. License / Certification: Driver’s license and proof of current auto liability insurance; no listing in the OIG Excluded Provider listing

Environmental Conditions:

Works under a variety of conditions in facilities and offices; ability to work flexible schedule, ability to travel locally; some exposure to unpleasant weather. Moderate noise level; tasks may involve exposure to bloodborne pathogens; moderate stress and emotional demands.

Physical Requirements: Sitting is required. Requires ability to always handle stressful situations in a calm and courteous manner. Requires working under some stressful conditions to meet deadlines and agency needs. Ability to travel.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities.