Appellate Administrative Assistant 2
Appellate Administrative Assistant 2
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Salary Not Disclosed
1 Vacancy
Job Description
Minimum Qualifications (Education and Experience):
- High school diploma or equivalent.
- One year of directly related office experience of performing a variety of office support or clerical work.
- Other combinations of directly related education and experience may be considered on a casebycase basis.
State government does not discriminate based on race color national origin religion sex sexual orientation gender identity or expression pregnancy childbirth or medical conditions related to pregnancy or childbirth age physical or mental disability genetic information marital status creed political beliefs or affiliation veteran status military service retaliation or any other factor not related to merit and qualifications of an employee or applicant.
To be considered for OPD positions applicants must complete and submit their application online as well as upload any required application materials.
Our Mission
To Provide the Most Compassionate and Expert Defense of Clients and the Constitution
Our Vision
Creating Expert Teams of Advocates for Justice Bringing Respect and Dignity to our Clients to Achieve Holistic and Equitable Outcomes
Reasons to work for the Office of the Public Defender:Our work changes lives! The work OPD does makes a difference for the people in our communities.Public Defenders work for their clients protect constitutional rights and ensure the system remains fair. We are proud of the work we do. To find out more about OPD visit our website HERE.
Benefits of working for OPD:The ability toworkandplayin thebeautiful state of Montana is one of the benefits you will love about this opportunity!Montana offers theaters museums fairs rodeos a highquality educational system and many recreational opportunities. Montanas mountains rivers and lakes provide yearround opportunities for outdoor enthusiasts. Fishing hiking camping boating biking hunting skiing and snowmobiling can be accessed throughout our great state.
Other fantastic benefits include:
- Health Coverage
- Retirement plans
- Paid vacation sick leave and Holidays
- Work/life balance
- Flexible schedules
- Opportunities and room for professional growth
- Telework (when applicable)
- Public Service Loan ForgivenessEmployment with the State of Montana may qualify you to receive loan forgiveness clickHEREto learn more!
Materials Required of Applicants:
- Cover Letter
- Resume
- References:Please provide contact information for 2 current or former supervisors and 1 professional peer.
- Supplemental questions (if applicable)
About this Opportunity!
Job Overview:
The Administrative Assistant II is instrumental in ensuring the effective operations of the Appellate Defender Division by performing a variety of high level administrative and office support activities. This positions responsibilities are to ensure the smooth and effective operations of the office which include but are not limited to data input maintaining files drafting and editing documents scheduling appointments providing correspondence assisting clients and office staff with information requests and ensuring that all court requirements are met. The Administrative Assistant provides exceptional customer services to all clients courts and internal customers in support of the Appellate Defender Division and reports to the Appellate Office Manager.
Essential Functions (Major Duties or Responsibilities):
A. Administrative Assistance/Office Support 95
- Manages and provides information regarding requests from clients courts management and attorneys.
- Arranges meetings and conferences and schedules appointments for clients attorneys and management.
- Coordinates office functions with other state and local government offices.
- Creates reviews and maintains court calendars and provides complete and factual court calendars to appropriate parties and makes sure attorneys are notified.
- Receives and screens office visitors and telephone calls.
- Formats drafts and prepares a wide variety of time sensitive and official legal documents for filing in the Montana Supreme Court including but not limited to legal pleadings motions and orders affidavits/declarations briefs petitions notices stipulations dismissals and related documents in appeals of criminal matters and appeals of other matters for which the Appellate Defender Division provides courtappointed counsel including child abuse and neglect proceedings mental health involuntary commitments youth court cases and guardianships in accordance with instructions established in policies and procedures.
- Proofreads documents records or other files to ensure accuracy.
- Formats briefs and other pleadings to meet the requirements of the Montana Supreme Court.
- Files pleadings through the Montana Supreme Courts efiling system.
- Reads and analyzes incoming correspondence including mail faxes emails memos submissions and reports to determine their significance and plan their distribution.
- Distributes correspondence by mailing emailing faxing or otherwise arranging delivery of legal correspondence to clients attorneys management and court officials.
- Establishes and maintains appellate case files and ensures that such files are complete up to date and in proper format and order.
- Retrieves legal documents records and reports necessary for litigating the appeal.
- Inputs data into the OPD Case Management System concerning all clients attorneys and case information.
- Opens and closes cases and runs reports from the OPD Case Management System.
- Scans or copies correspondence documents and other printed material and electronic audiovisual materials into the OPD Case Management System.
- Prepares reports memos letters emails and other routine documents and inquiries.
- Assists attorneys in collecting information such as court records transcripts and exhibits.
- Provides various administrative services to management attorneys and clients including fulfilling requests for information and records.
B. Other Duties as Assigned 5
- Receives complaints and refers the same to appropriate individuals.
- Performs other duties as assigned.
Physical and Environmental Demands: Typical office environment utilizing a computer telephone system and other office equipment. Minimal travel may be required approximately 5 of the time.
Knowledge Skills and Abilities (Behaviors):
Required for the first day of work:
- Knowledge of office administrative processes and procedures.
- Effective written and oral communication skills.
- Professional customer service skills.
- Ability to operate personal computer and general office equipment as necessary to complete essential functions including using spreadsheets word processing database email internet and other computer programs.
- Ability to develop and maintain cooperative working relationships.
- Ability to follow written and verbal instructions.
- Ability to plan organize and gather information.
- Ability to work independently.
- Ability to maintain confidential information.
- Ability to accurately track numerous details simultaneously.
- Ability to perform tasks with accuracy while under pressure of strict deadlines.
Preferred:
- Knowledge of the functions procedures and organization of a law office court and law enforcement systems and understanding of different aspects of the criminal justice system including legal terminology.
Employment Type
Full Time
