Legal Assistant

Fergus County • Lewistown, MT • 11h ago

Job Summary: The Legal Assistant performs a variety of technical and administrative tasks in support of department goals and functions such as preparing correspondence, performing internal and external customer service, and researching and preparing technical reports. Duties also include performing clerical functions such as taking meeting minutes, managing filing systems, assisting professional staff with special projects and responding to information requests. Normally works 8-5, Monday through Friday, but may require occasional evening coverage for special meetings and/or trial situations. For purposes of this position, "County Attorney's Office" includes all matters relating to Fergus County, Petroleum County, and other counties/entities the County Attorney's Office is assisting. Reports to and provides support to all attorneys in the office; County Attorney has ultimate disciplinary authority.

Essential Functions (Major Duties or Responsibilities): These duties are the essential functions and are not all-inclusive of all duties that the incumbent performs.

Maintain strict confidentiality of office projects and confidential criminal justice information, pursuant to state and federal requirements, and office policies. Must be able to pass a background check and maintain compliance with NCIC standards.

Set up and maintain a variety of files and records, including confidential or personal files, and ensure that only authorized personnel have access to contents of files in accordance with operation procedures. Set up and maintain subject matter; chronological, alphabetical, and numeric file systems (electronic and hard-copy) according to managerial requests, functional use or administrative guidelines. Act as custodian of department documents and records. Provide notarial services for office staff, as required.

Maintain calendars and set up appointments for County Attorney's Office staff, according to standard operating procedures established by the County Attorney; confirm or reschedule appointments based on mutual agreement and knowledge of their work schedules, notify appropriate persons and interested parties of rescheduled appointments, anticipate the need of reference materials to be used by them and/or participants and assemble materials for their use, brief employees of the nature of appointments prior to their scheduled meetings.

Perform customer service duties, including screening correspondence, telephone calls, and visitors for the County Attorney's Office; independently schedule conferences, conference calls, meetings or appointments; refer matters not needing the personal attention of that person to the appropriate staff personnel; track progress to insure timely reply by supervisor or staff as needed.

Compose, @type and edit a variety of correspondence, reports, memoranda, and other material necessary to conducting the business handled by the County Attorney's Office and ensure that content is accurate and complete.

Perform a variety of secretarial duties associated with the administration of the County Attorney's Office, including responding to various inquiries and complaints from the public and program constituents by determining and asking appropriate questions to identify information needs, explaining applicable policy or procedure, locating pertinent information in files, or directing caller to appropriate sources based on legal requirements (e.g., in case of formal complaint, etc.).

Answer a variety of routine and semi-technical questions related to the organization, functions, procedures, regulations, and programs of the County Attorney's Office after determining that information may be given; answer inquiries for complaints which do not need policy interpretation or expertise. Handle requests for information appropriately and use judgment in handling sensitive information by adhering to department rules, as well as federal and state laws, regarding confidentiality.- Research, organize, and coordinate a variety of special reports, summaries and related materials as assigned.

Enter data and word processing in accordance with standard operational procedures in support of department functions and objectives.

Providing backup for other staff as assigned.

Other duties as assigned.

Education and Experience:

The job requires education and experience equivalent to graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping and two (2) years of increasingly responsible related experience. Equivalencies include an associate's degree with course work in public administration, political science, accounting and one (1) year of related experience.

Interest and desire to work in the criminal justice system.

Excellent organization skills; ability to prioritize and handle multiple tasks at one time.

Ability to work with individuals from a variety of social, economic and racial backgrounds.

APPLICATION INSTRUCTIONS: Contact Job Service Lewistown for Fergus County application. Return completed applications to Job Service.

Contact Job Service Lewistown for complete job description and employer application*

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