Public Defender Administrative Assistant 2

4 weeks ago

Billings, Montana, United States State of Montana Full time

Job Overview:

The Administrative Assistant II plays a vital role in ensuring the smooth operation of Public Defender offices by performing a variety of high-level administrative and office support activities. This position is responsible for ensuring the effective operation of the office, including data input, maintaining files, scheduling appointments, providing correspondence, and assisting clients and office staff with information requests. The Administrative Assistant provides exceptional customer service 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):

A. Administrative Assistance/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 notifies attorneys.
  • 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.
  • Reads and analyzes incoming correspondence, faxes, e-mail, memos, submissions, and reports to determine their significance and plan their distribution.
  • Reviews and distributes mail, including mailing, faxing, or arranging delivery of legal correspondence to clients, witnesses, and court officials.
  • Prepares open cases and submits referrals to the Conflict Defender Office.
  • Establishes and maintains 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.
  • Inputs data into the 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 it into the Case Management System.
  • Prepares invoices, reports, memos, letters, financial statements, and other routine documents and inquiries.
  • Maintains a 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.
  • Proofreads documents, records, or other files to ensure accuracy.

B. Discovery (20%)

  • Organizes, prepares, and maintains documents, evidence, trial notebooks, and 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.
  • Retrieves and copies all documentation that relates to a particular case, subject, event, person, etc., as requested.

C. 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 database 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 a 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 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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