This position is located in the Gallatin County Attorney's office and responsibilities include clerical and office administrative duties; greeting and assisting the public in person and on the telephone; data entry; file management and administrative support for a variety of programs and activities in the Attorney’s Office. This position also provides support to the attorneys and for planned and unplanned activities in the Attorney’s Office. The position reports to the County Attorney and does not directly supervise other County personnel.

Essential Job Duties and Responsibilities

Legal tasks performed by the Legal Assistant for the Criminal Division include:

Opening, maintaining, and performing data entry for misdemeanor, felony, dependent neglect, juvenile, guardianship and involuntary commitment files and cases.
Drafting basic pleadings, motions, orders and discovery documents and receipts.
Pulling and processing files before and after court.
Scanning and bate-stamping all discovery documents and saving into the JustWare software.
Processing minutes and orders emailed from the District Court Clerk and distributing to associated support staff and attorney(s) by email.
Preparing monthly statistics for all felony cases (new cases, post convictions, fugitive complaints, and probation violation).
Processing and logging bad checks, including filing warning letters, receiving, and disbursing payments, and preparing deposits.
Handling the administrative aspects of cases, including scheduling witness interviews, testimony, and transportation.
Using the FullCourt system to gather information regarding cases and to run reports to assist attorneys in scheduling court appearances.
Handleing the administrative aspects of confidential criminal justice information (CCJI) cases, including opening the cases, drafting responses, and filing the cases and CCJI with the Court.

Legal tasks performed by the Legal Assistant for the Civil Division include:

Opening and closing all files for the Civil Division.
Processing the documents submitted for final plat review for proposed subdivisions, performing the initial review of these documents to confirm their completeness and then corresponding with the landowner and their representatives regarding the documents’ review and approval.
Opening, scanning, and logging all incoming mail into the Division’s paperless filing system.

Administrative duties may include:

Preparing, processing, and approving claims for the Attorney’s Office by entering the claims into the ERP Software.
Running various reports for the Attorney’s Office and supporting departments, such as expenditure detail reports.
Entering payroll timesheets into the County’s ERP software.
Maintaining filing systems for correspondence, court filings, legal records, contracts, confidential materials, and other documents to ensure effective storage, reference, and retrieval of information.
Ordering office supplies and legal resources for the office as needed and as requested by the attorneys and staff.
Communicating with the IT Department to coordinate technological assistance for attorneys and staff.
Communicating with the Facilities Department to resolve issues pertaining to maintenance in the office building.
Administrating the Office’s JustWare software, which includes regular communications with the JustWare software provider regarding ongoing support and maintenance.

- Performs a variety of clerical duties, including answering the phone, receiving and handling visitors, copying and faxing documents, sorting and distributing mail, and responding to routine questions and issues.

- Requests various legal documents and records from outside sources including Law Enforcement, Department of Motor Vehicle, 911 Records, etc. for open cases.

- Refers complicated or controversial matters and concerns to the appropriate attorney staff.

- Conducts walk-in business with the public, law enforcement, and discovery pick-ups.

- Creates and edits a variety of correspondence. Determines intent of correspondence, compiles information, drafts letters and memos and distributes as requested.

- Maintains confidentiality according to established guidelines and coordinates with involved or affected parties to resolve problematic issues.

- Processes incoming and outgoing mail.

- Notarizes 5-10 documents per day.

Other Duties as Assigned

Performs a variety of other duties as assigned by the County Attorney and Deputy Attorneys. These duties include coordinating special projects and events, attending meetings and special events, and attending continuing education and training as required. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

This work requires knowledge of state and local statutes, rules, regulations and procedures; of county government operations; legal terminology and documents; and manual and electronic database management methods and techniques. The person in this position must have strong computer skills in word processing, Outlook, and various other office software methods, practices and procedures. The work also requires knowledge of appropriate sources of information needed to carry out administrative and program support, including the knowledge of law office operations and equipment, and related administrative and clerical support functions. The position also requires the ability to perform detailed administrative work; effectively communicate verbally and in writing; exercise courtesy and tact in receiving the public and in giving and obtaining information; and understand and maintain safeguards for sensitive and confidential information.

Education/Experience/Training

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school, a work-related vocational program such as paralegal or related field, and one to two (1-2) years of job-related work experience.

VALUES

Commitment to Service. Employees meet the needs of constituents in a positive, engaged, respectful manner. We have a clear understanding of why our jobs are important and how we make a difference for our citizens. We are engaged in our work and focused on doing it to the best of our abilities.

Teamwork. Employees attain collective goals by building, maintaining, and leveraging internal and external collaboration. We strive to create a positive working atmosphere by recognizing the strengths of our coworkers and partners and put aside personal differences for the benefit of the organization and the people we serve.

Mutual Respect. Employees are open-minded and willing to listen respectfully to and incorporate alternative opinions to build dynamic solutions. We listen to understand and value everyone for what they contribute.

Innovative. Employees maintain a solution-focused perspective and think creatively to take advantage of opportunities, overcome constraints, and anticipate and address long-term needs.

Effectiveness. Employees accurately and thoroughly complete work to improve outcomes and produce the intended result.

Responsibility. Employees are accountable and fulfill their obligations in an open and transparent manner. We take our obligations seriously, make good decisions, and can be depended upon.

Licenses and Certifications: Applicants for this position must possess a valid driver's license issued by the state of Montana, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County's liability policies.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

Please be prepared to attach the following documents when you submit your application materials:

cover letter
resume
three work references.

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.

Gallatin County

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