POSITION OVERVIEW

This position is located in the Gallatin County Attorney’s Office and is responsible for a combination of reception and administrative duties. This role will be the first point of contact for the public either visiting our office or over the telephone. Duties will vary but entail data entry, email correspondence and physical and electronic file management. Additionally, this position will provide crucial support for our victim advocates and attorneys.

Essential Job Duties and Responsibilities

• Greet and assist visitors and escort them to the appropriate person or office.
• Answer, screen, and forward incoming phone calls, taking messages as necessary.
• Ensure the reception area is tidy and stocked with all necessary supplies.
• Receive, sort, and distribute mail, documents, and deliveries in a timely manner to the appropriate personnel.
• Maintain office security by following safety procedures and controlling access via the reception desk monitor.
• Perform a diverse range of clerical and administrative duties in support of the County Attorney’s Office with a focus on the Victim Services Program.
• Open, maintain, and accurately enter case data for referrals to Victim Services.
• Request various documents and records from external sources, including Law Enforcement, courts served by Victim Services, and local city and county personnel.
• Conduct data entry across multiple databases with meticulous attention to detail.
• Refer complex or contentious issues to the appropriate personnel for resolution.
• Conduct walk-in business, including interactions with the public, law enforcement, and local city/county attorney staff.
• Create and edit a variety of correspondence, determine the intent of correspondence, compile information, draft letters, and memos, and distribute as requested.
• Adhere to established confidentiality guidelines regarding sensitive information.
• Assist with compiling data for annual grant applications and reporting.
• Perform and complete various duties and assignments as given by the Legal Support Supervisor

QUALIFICATIONS

• Proficiency in Microsoft Office Suite (Word, Outlook, Excel) and exposure to case management systems, and various other office software methods, practices, and procedures.
• Ability to identify appropriate sources of information needed to carry out administrative and clerical support functions.
• The position also requires polished verbal and written skills, courtesy and tact in receiving the public, and adherence to confidentiality policy when giving or obtaining information.

EDUCATION & EXPERIENCE

• High school diploma or equivalent
• One to two years of relevant work experience, or an equivalent combination of education and experience.

SUPPLEMENTAL INFORMATION

Reporting/Working Relationships

Accountability

• This position is accountable for providing administrative duties and services of the department; most procedures, approaches, and operations fall within prescribed guidelines or processes. Program services often involve detailed regulations and procedures, technical data review and processing, and sensitive or confidential communication with the public and others.

Independence of Action

• This position performs many duties and assignments independently. Assignments require the employee to rely on agency policies and legal regulations and rules. The incumbent must be able to identify the levels of confidentiality associated with specific information then determine how to approach requests, problems, and issues. There are policies and procedures covering most of the work assigned, and the incumbent must choose procedures or approaches from a number of available alternatives. Work is reviewed by the supervisor to ensure accuracy on some assignments, and the employee resolves recurring problems and errors independently.

Personal Contacts

• This position will have substantial interaction with the public, other departments, County employees, law enforcement, representatives from special interest groups and organizations both in person, and via telephone and e-mail. It is essential that this position project a professional “first impression”.

Supervision Exercised

• This position does not directly supervise other County personnel. The position may provide guidance to new employees or those with less 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.

Physical Abilities and Working Conditions

• Work is primarily performed in a normal office environment involving physical demands associated with working on a computer, communicating over the phone and in person, walking to Court, and light lifting (occasional lifting up to 50 pounds).

Supplemental Information:

TO APPLY FOR THIS POSITION: Go to the Gallatin County website, click on the "Careers" box, locate this job and click APPLY. OR copy and paste this direct link: https://www.governmentjobs.com/careers/gallatinmt/

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

To apply for this position you will fill out your application and submit the required documents to the Gallatin County online hiring portal. Navigate to the Gallatin County website, click on “careers” and then locate this position, and click apply. The following documents are required application consideration

• Cover Letter
• Resume
• Three (3) References

Gallatin County is an Equal Opportunity Employer:

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

Job Type: Full-time

Pay: $20.23 - $22.33 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person