Administrative Assistant, Hearing Dept

Administrative San Antonio, Texas


Job Title: Administrative Assistant

Department/Division: Hearing Department

Location: San Antonio, Main Office

Classification: Hourly, Non-Exempt, Full Time, 40 hours per week


Position Summary:  Provides administrative support to the Managing Attorney, Hearing Department Scheduler, Appeals Council Team, Case Review Team, and other Hearing Department team members. Also functions as back up to the scheduling, appeals, and case review team members.


Job Duties:

  • Provide general administrative support to the Managing Attorney and functions as back up to the Scheduling, Appeals, or Case Review team members
  • Schedule attorney workloads using Google Spreadsheets, Microsoft Outlook, Excel, and Word
  • Draft meeting agendas and PowerPoint presentations
  • Monitor completion of attorney workloads
  • Research and reserve restaurant and catering options for meetings
  • Research and reserve team building events
  • Compile case facts
  • Communicate with representatives from SSA, Assure, attorneys, other H&S team members, and clients
  • Assist with and schedules hearings, preps, meetings, etc.
  • Assist with and conducts audits of scheduling workloads
  • Assist with and conducts RTS (Ready to Schedule) hearing reviews
  • Assist with the preparation of appeals post hearing denial
  • Provide and process information in response to inquiries, concerns and requests from clients, advocates, and team members and assists in the resolution of issues as they appear
  • Prepare correspondence to SSA and Clients
  • Respond to emails, faxes, and requests (external and internal)
  • Keep record of client interactions and record details of actions taken
  • Maintain confidentiality at all time
  • Maintain professional and positive attitude


Education and Experience:

  • Associate’s Degree or experience equivalent
  • 2+ Years Administrative Assistant experience
  • Customer service experience
  • Minimum typing speed 50 WPM
  • Data entry skills and experience
  • Understanding of Social Security Disability Process
  • Paralegal experience a plus
  • Fluent Spanish a plus


Knowledge, Skills, Abilities:

  • Ability to organize daily workload by priorities
  • Ability to adapt to changing work environment
  • Proactive approach to problem-solving with strong decision-making skills
  • Proficiency in computer technology and the Internet (MS Word, Excel, Outlook, PowerPoint). Including the ability to learn new programs easily
  • Knowledgeable in SSA procedural and policy guidelines or ability and willingness to learn
  • Strong customer service skills
  • Excellent interpersonal skills
  • Excellent communication skills with ability to hear and speak clearly
  • Excellent spelling and grammar
  • Excellent telephone skills
  • Ability to draft legal correspondence
  • Ability to multi-task and prioritize work
  • Detail orientated, and efficient use of time management
  • Strong organizational skills
  • Reliable, responsible, goal oriented and flexible
  • Dependable, punctual, regular and consistent attendance
  • Self-motivated, able to work with little supervision
  • Ability to work in fast paced environment
  • Ability to work in a confidential environment
  • Ability to identify and analyze problems and suggest ideas/solutions
  • Ability to work well with others as a team
  • Accepts new ideas and challenges and is highly motivated
  • Has professional manner and high energy level, exhibits a positive attitude and enthusiasm

Physical Requirements:

  • Office setting, sitting, keyboarding, visual w/monitor, use of telephone, computer, walking, standing, bending, stooping, occasional lifting 10-30 lbs.