Legal Secretary - Helena

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 ...

Job description

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.

Preferred:

• Knowledge of the functions, procedures and organization of a law office, courts, and law enforcement systems, and understanding of different aspects of the criminal justice system, including legal terminology.  

The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency's HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.

State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant.

To be considered for OPD positions, applicants must complete and submit their application online, as well as upload any required application materials.

Our Mission

To Provide the Most Compassionate and Expert Defense of Clients and the Constitution

Our Vision

Creating Expert Teams of Advocates for Justice, Bringing Respect and Dignity to our Clients to Achieve Holistic and Equitable Outcomes

Reasons to work for the Office of the Public Defender: Our work changes lives  OPD's work makes a difference for the people in our communities. Public Defenders 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 website.

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 Montana offers theaters, museums, fairs, rodeos, a high-quality educational system, and many recreational opportunities. Montana's mountains, rivers, and lakes provide year-round opportunities for outdoor enthusiasts. Fishing, hiking, camping, boating, biking, hunting, skiing, and snowmobiling can be accessed throughout our great state.

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
• Telework (when applicable)
• Public Service Loan Forgiveness - Employment with the State of Montana may qualify you to receive public service loan forgiveness – visit the Federal Student Aid website to learn more

Materials Required of Applicants\:  

• Cover Letter
• Resume

• References\: Please provide contact information for (2) current or former supervisors and (1) professional peer.

About this Opportunity

Job Overview:

The Legal Secretary is instrumental in ensuring the effective operations of the Appellate Defender Division by performing a variety of high level administrative and office support activities.   This position's responsibilities are to ensure the smooth and effective operations of the office which include but are not limited to data input and maintaining files, scheduling appointments, providing correspondence, assisting clients and office staff with information requests, and ensuring that all court requirements are met.  A Legal Secretary provides exceptional customer services to all clients, courts and internal customers in support of the Appellate Defender Division and reports to the Office Manager. 

Essential Functions (Major Duties or Responsibilities)\: 

A.    Administrative Assistance %)

• Opens, maintains, closes, and destroys client and matter files in the Agency's case management system pursuant to statutory requirements, the Montana Rules of Appellate Procedure, and all Division and Agency policies and procedures. Ensures files are complete, up-to-date and in proper format.

• With direction and upon approval of Appellate Division Administrator, drafts and edits pleadings and all appropriate opening case documents necessary for perfecting an appeal, obtaining transcripts, and pursuing the appeal, including Notices of Appeal, Petitions for Out-of-Time Appeals, Requests for Production of Transcripts, and Motions for Extensions of Time in accordance with the Montana Rules of Appellate Procedure and Division and Agency policies and procedures.

• Coordinates with official court reporters and clerks of court statewide for production and delivery of appellate record. Reviews record of lower court proceedings, including the district court record and transcript, for completeness. Retrieves legal documents, records, and transcripts as necessary.

• Proofreads, edits, and formats draft appellate briefs, motions, declarations/affidavits, petitions, responses, and correspondence in accordance with the Montana Rules of Appellate Procedure, if applicable, and Division and Agency policies and procedures.

• Electronically files completed and approved briefs, motions, and other pleadings.

• Prints, binds, and submits required copies of appellate briefs for filing in the Montana Supreme Court.

• Arranges for delivery of legal and other correspondence to clients, attorneys, and court officials, and personnel and routes correspondence received to the appropriate Division personnel.

• Manages and responds to information requests received from clients, court officials, and personnel, and Division attorneys as appropriate.

• Creates, reviews, and updates tasks, key dates, and other critical deadline-related fields and entries in the Agency's case management system in a timely fashion. Works with attorneys to ensure they are aware of all deadlines.

• Inputs, reviews, and updates data in the Agency's case management system concerning clients, including current client contact information and notes of telephone calls received from clients in a timely fashion.

• Scans and/or copies correspondence and other documents, including emails, in the position's possession are uploaded to or copied into the appropriate matter file in the Agency's case management system.

• Runs reports in the Agency's case management system.

• Answers and screens telephone calls and receives potential office visitors.

• Arranges telephone, video, and/or in-person attorney-client visitation at various facilities throughout the country.

• Arranges meetings, conferences, and schedules appointments for clients, Division personnel, and management.

B.   Other Duties as Assigned %)

• Receives complaints and refers the same to appropriate individuals.
• Performs other duties as assigned.

Physical and Environmental Demands: Typical office environment, utilizing a computer, telephone system and other office equipment. Minimal travel may be required approximately 5% of the time to deliver or pickup items or to attend conferences and trainings. 

Knowledge, Skills and Abilities (Behaviors):

Required for the first day of work:

• Knowledge of office administrative processes and procedures.

• 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 learn, understand, and consistently utilize the Agency's case management system.

• Ability to develop and maintain cooperative working relationships.

• 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 simultaneously.

• Ability to perform tasks with accuracy while under pressure of strict deadlines. 

• Ability to act with initiative, good judgment, and tact, often in stressful situations.

• Ability to comprehend, draft, and prepare a variety of legal documents.

• Ability to maintain professionalism when critiqued.

• Ability to work effectively with marginalized populations who are disproportionately impacted by the criminal justice system in Montana.