What are the responsibilities and job description for the Administrative Support II - Legal position at City of Billings, MT?
"Applicants must be currently authorized to work in the United States on a full-time basis."
Position Overview
Salary Range: $21.4623 - $24.8841/hour. Salary reflects Step 1 and Step 4 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.
Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m.
Job Summary:
Under general supervision, performs a variety of legal secretarial, administrative and clerical support duties in support of the City Attorney’s Office; prepares legal documents; provides word processing and data entry support; obtains information from law enforcement agencies or other sources; and provides general information and assistance to City Staff and the public.
Scope of Responsibility:
Incumbent is familiar with department or functional operations and is able to work with minimal assistance. Working under limited supervision, incumbent performs work that requires some interpretation of data and must make decisions considering objectives. Incumbent must have the ability to exercise discretion regarding confidential matters.
Essential Duties and Responsibilities
Administrative Duties
- Performs responsible legal secretarial, administrative support, and clerical work with accuracy and speed in support of the City Attorney’s Office; types and proofreads a wide variety of reports, letters, memoranda, forms, pleadings, resolutions, ordinances, notices, and contracts from rough draft, verbal instructions or transcribing machine recordings using various software applications; composes routine letters and reports as assigned.
- Opens and maintains electronic case files; redacts confidential criminal justice information and disseminates discovery for defendants and their attorneys.
- Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas.
- Assists in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate information.
- Prepares, verifies, and reviews forms and reports for completeness and conformance with established regulations, policies, and procedures; completes a variety of forms.
- Drafts legal documents including but not limited to complaints and affidavits, subpoenas, pretrial orders, jury instructions, briefs, motions, responses, petitions to revoke, and other legal documents as needed.
- Assists attorneys in preparing for trials, hearings, and other court appearances as needed. Organizes key evidence and prepares trial notebooks, exhibits and any additional materials for trial.
- Reviews and redacts 911 calls and recorded victim/witness statements.
General Departmental Duties
- Receives calls and visitors; responds to general complaints and requests for information from the public; interprets basic services, policies, rules and regulations in response to inquiries and complaints; assists in the resolution of concerns and complaints; refers inquiries to appropriate staff; routes calls and takes messages as appropriate.
- Establishes and maintains a complete set of record keeping systems including logs, calendars, chronological records, forms, and reports to ensure accuracy and easy retrieval of information.
- Receives, opens, reviews, sorts, date stamps, and distributes office mail; reviews correspondence directed to assigned staff; prepares written responses as directed.
- Prepares summaries and reports as assigned.
- Prepares packets of information and data-gathering materials for assigned area; duplicates, collates, and distributes materials.
- Attends and participates in staff meetings and related activities; attends workshops, conferences, and classes to increase professional knowledge.
- Maintains and accounts for limited office funds including petty cash fund; collects and accounts for fees and charges; maintains ledgers; prepares deposits.
Performs other duties as assigned.
Qualifications and Skills
Required Qualifications and Skills:
- High school diploma or GED
- Three (3) years of responsible administrative, clerical, or secretarial experience
- Must have strong interpersonal skills
- Must have the ability to operate personal computers and advanced proficiency with Adobe Acrobat and Microsoft Office applications including Word, Excel, Outlook, and other various programs
- Must be able to pass a State and Federal background, fingerprinting upon hire, and CJIN certification on a bi-annual basis.
Preferred Qualifications and Skills:
- One (1) year legal secretarial experience
- The City Attorney’s Office uses Prosecutor by Karpel (PbK) for online database/record keeping. Prior knowledge of this system is not required but is preferred
- An active Notary Commission is preferred and can be obtained post-hire
Physical Demands and Working Conditions
Work is a normal office environment. Intermittent effort involving lifting of amounts between 5 and 25 pounds is required. Work requires high attention to detail or deadlines over 70% of the time. Incumbent may be exposed to disagreeable elements on an intermittent basis including, dealing with angry people, threats of injury or assault, violence, or offensive language. Occasionally, case materials may contain photos of graphic/explicit and/or disturbing content.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.
Salary : $21 - $25
