Administrative Assistant 2-Conflict Defender Division
Administrative Assistant 2-Conflict Defender Division
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1 Vacancy
Job Description
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.
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.
Preferred:
- Knowledge of the functions procedures and organization of a law office and the principles and practices of legal research; court and law enforcement systems and understanding of different aspects of the criminal justice system including law enforcement and jail procedures as well as legal terminology.
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 Montanais 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.
About this Opportunity!
Job Overview: The Administrative Assistant is instrumental in ensuring the effective operations of Public Defender offices by performing a variety of high level administrative and legal 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 and maintaining files scheduling appointments providing correspondence assisting clients and office staff with information requests and that all court requirements are met throughout the designated location. The Legal Secretary provides exceptional customer services to all clients courts and internal customers in support of Public Defender Offices and reports to the Administrative Support Manager.
Essential Functions (Major Duties or Responsibilities):
Legal Office Support 70
- Manages and provides information regarding requests from clients courts and office staff.
- Arranges meetings conferences and schedules appointments for clients staff 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 prepares a wide variety of time sensitive and official legal documents such as legal pleadings affidavits warrants motions and orders summonses subpoenas correspondence briefs complaints appeals and pretrial agreements stipulations finding of facts judgments dismissals and related documents in criminal cases and other public defender cases in accordance with instructions established in policies and procedures.
- Reads and analyzes incoming correspondence faxes email memos submissions and reports to determine their significance and plan their distribution.
- Reviews and distributes mail includes mailing fax or arranging delivery of legal correspondence to clients witnesses and court officials.
- Prepares open cases and submits referrals to the conflict Defender Office.
- Establish and maintain case files and ensures that such files are complete up to date and in proper format and order for criminal dependent neglect mental and juvenile cases; retrieves legal documents records and reports.
- Inputs data into Case Management System concerning all clients case information closes cases and runs reports from the OPD Case Management System.
- Scans or copies correspondence documents evidence and other printed material and enters into Case Management System.
- Prepare invoices reports memos letters financial statements and other routine documents and inquiries.
- Maintains filing system and records for criminal dependent neglect mental and juvenile cases opens files closes files and files documents.
- Assists attorneys in collecting information such as employment medical and other records.
- Provides various administrative Services to management staff and clients such as order placement or case information.
- Proofread documents records or other files to ensure accuracy.
Discovery 20
- Organizes prepares and maintains documents evidence trial notebooks various exhibits obtained during discovery by subject matter and chronologically for Public Defenders to use at depositions motions hearings and during court.
- Gathers and compiles information for exhibits and appendices and discovery requests received from Public Defenders and Investigators. This includes requesting documents from County Attorney Office Police Department records management and other sources; reading through files to identify information necessary to establish key facts to provide knowledgeable and accurate responses and documents that would be critical in successfully defending clients.
- Retrieve and copy all documentation that relates to a particular case subject event person etc. as requested. Work often requires reading documents for content and interpreting whether a document is relevant and submitting to a Public Defender/Investigator for review.
Other Duties as Assigned 10
- Receives resolves and/or refers complaints to appropriate individuals.
- May attend legal meetings such as client interviews or depositions and take notes at meetings or conferences.
- May assist with legal research by reviewing legal publications and performing data base searches to identify laws and court decisions relevant to pending cases.
- 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.
- Knowledge of bookkeeping and recordkeeping.
- 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.
Employment Type
Full Time
