Administrative Support- Legal Assistant
Company: State of Montana
Posted on: May 31, 2021
To be considered for OPD positions, applicants must complete and
submit their application online, as well as upload any required
Materials Required of Applicants:
We provide effective professional legal services with equal
access to quality client-centered representation.
As trained legal professionals we strive to represent our
clients in an effective and efficient manner to ensure a more fair
and balanced justice system. We are dedicated and committed to
improving overall outcomes for our clients and addressing the
conditions that led to their involvement with the justice
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. Our employees 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
Benefits of working for OPD: The ability to work and play in the
beautiful state of Montana is one of the benefits you will love
about this opportunity! 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
- Public Service Loan Forgiveness- Employment with the State of
Montana may qualify you to receive loan forgiveness- click HERE to
About this Opportunity!
Job Overview: The Legal Assistant is instrumental in ensuring
the effective operations of Public Defender offices 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. 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):
Administrative Assistance/Office Support
- Arranges meetings, conferences and schedules appointments for
clients and staff.
- Manages information requests received from clients, courts and
- Receives and screens office visitors and telephone calls.
- Formats, drafts, prepares and proofreads 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 open cases and submits referrals to the Conflict
Defender Office in accordance with office procedures.
- 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
- Creates, reviews and maintains court calendars and provides
complete and factual court calendars to appropriate parties and
makes sure attorneys are notified.
- Prepare invoices, reports, memos, letters, financial statements
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
- Coordinates office functions with other state and local
- 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.
- 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
- Retrieve and copy all documentation that relates to a
particular case, subject, event, person, etc. as requested.
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
- 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
- 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
- Ability to perform tasks with accuracy while under pressure of
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.
- 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.
Keywords: State of Montana, Bozeman , Administrative Support- Legal Assistant, Other , Bozeman, Montana
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