Kierstin Abernathy
Kyle
Summary
Detail-oriented Legal Assistant with expertise in legal document preparation, case management, and database management. Proven track record of enhancing organizational efficiency and supporting attorneys through effective legal research and client communication.
Overview
15
15
years of professional experience
Work History
Legal Assistant III
Texas Department Of Licensing And Regulation
Austin, TX
09.2019 - Current
- Supports legal team by organizing case files and managing documentation processes.
- Conducts legal research to assist attorneys with case preparation and strategy development.
- Drafts correspondence, pleadings, and reports to ensure clear communication of legal matters.
- Maintained electronic filing systems by entering pertinent information into an Access database for all final enforcement actions of the agency, including but not limited to agreed orders and final orders of the Commission.
- Prepare special reports, design charts and perform miscellaneous projects for the Director of Enforcement. Compile and analyze the Enforcement Division's monthly workload/performance measures reports. Assist with revisions to the complaint Resolution Procedures Manual, the Enforcement Plan and the Criminal Conviction Guidelines.
- Conduct initial review of electronic DPS reports related to applicants' criminal histories and refers possible denial candidates to a Prosecutor. Enter enforcement holds into licensing database on applicants when directed by a Prosecutor and clear enforcement holds in database when directed by a Prosecutor. Investigate Criminal background of license applicants.
- Acts as the SOAH Liaison byy scheduling cases for administrative hearings before SOAH, maintaining the SOAH tracking database, preparing reports of SOAH activities, managing Outlook calendars for Prosecutor's hearing schedules, sending notices of hearing b certified mail and filing notices of hearing, motions and other legal documents with appropriate Administrative Law Judge.
- Prepare reports of contested cases, including default cases to be set on Commission meeting agendas. Prepares and mails out default orders and notices of default to respondents scheduled for default action by the Commission. Gather and organize all case materials to be included in Commission notebooks.
- Monitor the activities of respondents to ensure compliance with the terms of agreed orders, including orders for probation and installment of payments on penalties. Communicate regularly with respondents by telephone and written correspondence while monitoring their compliance. Track penalty payments by entering payments made on agreed order payment plans into the enforcement database. Initiate a new complaint or take other appropriate action against a respondent who fails to comply with the terms of an agreed order.
- Research and respond to inquiries about enforcement cases and enforcement holds placed in licensing records from both inside and outside the agency. Also, respond to inquiries regarding the Department's multiple statutes and rules, and the agency's enforcement procedures and policies. Responds to such inquiries both orally and in writing on a daily basis.
- Provide research assistance and training to co-workers on the agency's licensing databases.
- Draft enforcement documents including letters, notices of violation, requests for hearing, motions and notices of hearing.
- Assist attorneys in preparing for administrative hearings. Schedule witnesses and prepare them for testifying, organize documentary evidence and prepares exhibit list, trial notebooks.
- Perform duties in accordance with the Complaint Resolution Procedures Manual, the Enforcement Plan and the Criminal Conviction Guidelines.
- Consistently provides friendly, caring and professional customer service.
Legal Assistant II
Texas Department Of Licensing And Regulation
Austin, TX
01.2018 - 09.2019
- Assisted attorneys in preparing for hearings, including research and summarizing case law.
- Opened and managed case files and maintained accurate records in electronic systems.
- Coordinated communication between clients and legal staff, enhancing workflow efficiency.
- Processed criminal history background checks. Read and review DPS reports, clear applicants for licensure and open cases and prepare them for investigation.
- Used independent judgment with knowledge of criminal conviction guidelines to clear applicants for licensure or forward to Prosecutor to review.
- Communicated effectively and professionally with DPS Attorneys, Investigators, and Legal Assistants.
Administrative Assistant
Texas Department Of Licensing And Regulation
Austin, TX
07.2014 - 01.2018
- Developed and maintained filing systems for documents and records management.
- Streamlined communication between departments to enhance operational efficiency.
- Assisted in preparing reports and presentations for regulatory compliance reviews.
- Developed, coordinated, and maintained record-keeping and filing systems for closed case files.
- Filed closed case files, retrieved closed files upon request, and kept track of the movements of all closed files or documents removed from those files.
- Processed , logged, and organized closed files for archiving to off-site storage.
- Processed regular and certified mail for all legal assistants in the Prosecution section, including Prosecutor's legal assistant and those on the Legal Support team.
- Entered data in the complaint tracking database for opening, updating and closing case records. Researched case information in the case management system as needed.
- Entered enforcement data in licensing databases as appropriate. Researched licensee information in imaging and other licensing databases as needed.
- Prepared and distributed correspondence, reports, and legal documents.
- Researched and responded to telephone and email inquiries concerning agency statutes and rules, the enforcement division's policies and procedures, and the status of enforcement cases.
- Maintained schedules and calendars for the prosecution section.
- Performed research, completed special projects and provided other administrative support for the prosecution section.
- Processed money mail for payment of administrative penalties and fees for the enforcement division and general counsel's office. Researched names and case numbers for payments being made, entered the penalties and fees in agency database and distributed money mail documents to appropriate staff.
License and Permit Specialist
Texas Department Of Licensing And Regulation
Austin, TX
11.2013 - 07.2014
- Reviewed, analyzed, and processed license applications and fee payments in compliance with state regulations.
- Assisted applicants in understanding permit requirements and submission processes.
- Developed and implemented training materials for new staff on licensing procedures.
- Maintained license records in licensing database.
- Responded to Customer inquiries through e-mail, live chat, and telephone. Interpreted and disseminated information concerning agency programs, laws, rules, policies, and procedures.
- Drafted and mailed letters requesting additional information from applicants.
- Reviewed and processed incoming correspondence associated with licensee's files for accuracy and completion.
- Monitored applications to ensure they are advancing through the process accurately and timely.
Administrative Assistant
Texas Department Of Licensing And Regulation
Austin, TX
07.2012 - 11.2013
- Managed scheduling and coordination of departmental meetings and events.
- Trained new staff on administrative protocols and software applications.
- Oversaw project timelines, ensuring adherence to deadlines and quality standards.
- Received, opened, and date stamped incoming mail, entered incoming mail that is tracked into a log using Excel.
- Reviewed and processed outgoing and incoming correspondence to appropriate divisions/staff.
- Complied and batched money mail by program for cash and negotiable instruments.
- Performed data entry of certain cash receipts into agency's internal computer systems ensuring timely entry so all legal deadlines are met.
- Generated return money mail letters when personal checks are received in programs that statutorily do not allow for payment by personal checks. Processed certified mail using PitneyBowes SendSuite electronic system.
Customer Service Representative
Texas Department Of Licensing And Regulation
Austin, TX
10.2011 - 07.2012
- Resolved customer inquiries regarding licensing and regulation efficiently.
- Provided excellent customer service and accurate processing of requests, communication, and coordination with other departments to resolve inquiries about department services and procedures.
- Assisted in developing training materials for new customer service representatives.
- Answered high volume of incoming calls and e-mails and directed to appropriate personnel. Obtained customer information and entered appropriate data in licensing database.
- Performed front desk duties such as greeting customers face to face, assisting them with inquiries and directing them to appropriate personnel for assistance.
- Communicated effectively with customers via e-mail, phone, and in person.
- Recommended process improvements.
- Researched information to solve customer service issues.
Education
Associate's Degree - Paralegal Studies
Austin Community College
Austin, TX12-2015
Skills
- Adaptability
- Legal research
- Legal research
- Document drafting
- Court filing
- Motion preparation
- Legal analysis
- File organization
- Telephone communication
- Administrative support
- Workflow optimization
- Client communication
- Organizational efficiency
- Proficient in MS office
- Exceptional telephone etiquette
- Document management
Timeline
Legal Assistant III
Texas Department Of Licensing And Regulation
09.2019 - Current
Legal Assistant II
Texas Department Of Licensing And Regulation
01.2018 - 09.2019
Administrative Assistant
Texas Department Of Licensing And Regulation
07.2014 - 01.2018
License and Permit Specialist
Texas Department Of Licensing And Regulation
11.2013 - 07.2014
Administrative Assistant
Texas Department Of Licensing And Regulation
07.2012 - 11.2013
Customer Service Representative
Texas Department Of Licensing And Regulation
10.2011 - 07.2012
Associate's Degree - Paralegal Studies
Austin Community College