Administrative Assistant 2- Conflict Defender- Missoula

5 days ago

Missoula, United States State of Montana Full time

Job Overview:

The Legal Assistant is instrumental in ensuring the effective operations of conflict offices within the Office of the Public Defender by performing various administrative and office support activities.This position’s responsibilities include but are not limited to administrative functions such as scheduling appointments, providing correspondence, assisting clients and office staff with information requests, data input and maintaining files. This position is responsible for providing support functions for the Conflict Manager and conflict staff attorneys and coordinating conflict cases with the conflict attorneys, other agency staff, and contract personnel. The Legal assistant provides exceptional customer services to all clients, courts and internal customers in support of Public Defender Offices.

Essential Functions (Major Duties or Responsibilities):

A. Administrative Assistance/Office Support(70%)

Manages information requests received from clients, courts and office staff. Receives and screens office visitors and telephone calls. Formats, drafts, prepares and/or processes a wide variety of time sensitive 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, e-mail, memos, submissions, and reports to determine their significance and plan their distribution. Prepares and coordinates open cases submitted to the conflict Defender Office in accordance with procedures developed within the office. Establish and maintain case files, paper and/or electronic, 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. Reviews and maintains court calendars if available and provides complete and factual court calendars to appropriate parties and makes sure attorneys are notified. Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software. Maintains filing system and records for criminal, dependent neglect, mental, and juvenile cases, opens files, closes files and files documents. Coordinates office functions with other state and local government offices. Mail, fax, or arrange for delivery of legal correspondence to clients, witnesses, and court officials. Make photocopies of correspondence, documents, evidence, and other printed material. Assists attorneys in collecting information such as employment, medical, and other records. Review and distribute mail. Order office supplies and equipment. Arranges meetings, conferences and schedules appointments for clients and staff.

B.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. Retrieve and copy all documentation that relates to a particular case, subject, event, person, etc. as requested.

C.Other Duties as Assigned(10%)

Receives and 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.

Physical and Environmental Demands: Typical office environment, utilizing a computer, telephone system and other office equipment. Minimal travel is 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. Abilitytoworkindependently. Abilitytomaintainconfidentialinformation. Abilityto accurately tracknumerousdetailssimultaneously. Ability to perform tasks with accuracy while under pressure of strict deadlines.

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.

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 case-by-case basis.

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