Legal Admin Assistant - PT

Location: Livingston, MT
Posted: 08/29/2019
Description:

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I.          POSITION IDENTIFICATION

           

Work Unit:    County Attorney’s Office

 

Current Classification:

Pay Grade:     8                                                          Title:   Administrative/Legal Assistant

Non-Exempt Pay scale   $14.82 – $22.22                Part time 25 hours per week .625FTE

Supervisor:    Park County Attorney

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II.         ASSIGNED DUTIES AND TASKS

 

Position overview:  The position is responsible for performing a wide variety of administrative support functions for the County Attorney and staff Attorneys as they prepare for and try civil and criminal cases in Park County.  This support includes ensuring paperwork is proofed, filed, copies and forwarded, as applicable, to parties involved; that witness subpoenas are served and paperwork forwarded to appropriate agencies with a high degree of accuracy.

 

This position requires multi-tasking, independent work performance, independent problem solving, and screening of incoming calls and drop-ins to determine priority level for attorneys. This position also requires a comprehensive level of understanding of the court system, legal terminology, confidentiality and services available on a local and statewide basis to assist the public.  The position is responsible for receiving and properly processing monies for assessments and bad checks for merchants and the public.  This position also deals with the public, defense attorneys, the courts, and other departments and provides them with assistance independent of the attorneys.  In addition, the position requires some legal drafting of documents and independent research for documentation requested by the attorneys.

 

Each essential duty listed below makes up a portion of the job, and all other functions are included in Other Duties as Assigned.   Duties of the position are not all inclusive and subject to change.

 

Daily duties:

 

  1. To proof, copy, distribute and file all necessary documents related to criminal, youth, civil or mental cases, on a timely basis for court dates.

 

  1. To ensure that paperwork to be served on a witness or defendant is sent to the appropriate law enforcement agency for personal service in a timely manner for court dates.

 

  1. To provide discovery to defense counsel or to the defendant if requested, on each defendant’s case.  Make copies of all reports, narratives, forensic results, and any other information directed by superior.

 

  1. To make appointments for pre-omnibus meetings with Deputy County Attorney for all defendants not having counsel.

 

  1. To process and handle non-sufficient fund checks (NSF).  Issue certified letters to NSF check writers demanding payment.  Make receipt of payments, reimburse merchants and, if necessary, issue complaints and warrants.  Make deposits and balance accounts in a timely fashion.

 

  1. To assist the public by referring them to the right individual or department for resolution of their question or problem.

 

  1. To draft legal documents, such as motions to dismiss, subpoenas, etc.

 

  1. To screen telephone calls and drop-ins to determine whether assistance can be provided by the county attorneys and/or coordinator, the level of priority of the assistance needed, and/or referral to other appropriate agencies and/or services.  Call back parties with information after consulting with attorneys.

 

  1. To conduct independent research into documentation for attorneys as requested, including research of old court files, documents from the clerk and recorder’s office, or calling other agencies to request documentation be forwarded.

 

  1. To prepare drafts of legal documents for extradition of defendants from other states, including requesting governor’s warrants.

 

  1. To track and process the opening and closure of all files.

 

  1. To perform other duties as may be assigned from time to time.

 

OTHER DUTIES AS ASSIGNED: Performs a variety of other duties as assigned by the County Attorney.   This includes participating in special projects, filling in for other employees, participating in ongoing training, and a variety of other functions as needed.  Attends approved seminars/workshops.

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III.       KNOWLEDGE

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

A successful applicant will be a self-starter, flexible, be adaptable to change and a quick learner. This work requires knowledge of federal, state and county criminal/civil laws, rules, and procedures; reading and interpreting legal documentation; records management; research methods; customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively both verbally and in writing.   This position must have the knowledge and ability to handle sensitive and confidential information on a daily basis. Daily application of Montana laws is required.

 

Education and Experience: The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school (or GED) plus three (3) years job-related work experience.  Experience working directly with the public, ability to balance cash draw accurately is preferred along with familiarity with legal terminology required for this position (State of Montana). Must have the ability to multi task while providing good customer service. Basic knowledge of general office equipment such copiers, printers, phones, fax, and calculators is necessary. Demonstrated skills with computer, and Microsoft applications, data entry, typing accuracy with a minimum speed of 40+ wpm, and the ability to work in and deal with high stress situations; and the ability to keep all matters confidential. Notary Public helpful.

 

IV.      ACCOUNTABILITY

 

Carries out standardized practices and procedures, guidelines, and methods are available to ensure compliance with statutes, rules, requirements, and laws.       This position must be able to learn, retain and understand Montana Laws.  Specific laws, regulations and processes are available and must be followed.  

 

V.        CONFIDENTIALLY

The position requires handling non-public confidential information.  The person in the position acknowledges the confidential nature of non-public information regarding county employees and elected officials.  Consistent with applicable policy and guidelines, this position will respect and safeguard the privacy of employees, elected officials and Park County and the confidential nature of information in accordance with Montana state law, without limiting the general nature of this commitment. This position will not access or seek to gain access to confidential information regarding any past or present employees, elected officials, and Park County in the course of fulfilling job responsibilities.  The person in the position hereby acknowledges that the person understands that in this context, confidential information is considered all non-public information that can be personally associated with an individual. 

If in the course of executing job responsibilities, the person in the position accidentally accesses information that others might consider inappropriate for this position to access, the person in the position will notify the person’s supervisors of the date and time of the access.  If a question arises at a later time, it will be understood that the access was accidental.  The person in the position will not disseminate any such information.

By signing this Position Description, the undersigned hereby acknowledges reading and understanding this section regarding confidentiality and agrees to abide by the terms and conditions set forth herein.  Violation of confidentiality may warrant disciplinary action, up to and including, suspension, demotion or termination of employment.

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VI.       INDEPENDENCE OF ACTION

 

The position works within established office structure. Work may be reviewed while in progress or upon completion.  The County Attorney is available to provide assistance as needed. This position carries out some assignments independently, and uses judgment and initiative to solve problems. Will work to develop and recommend new processes and procedures in the office identifying inefficiencies, frequent errors, etc. Work objectives and priorities are defined by Park County Attorney.

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VII.      PERSONAL CONTACTS

This person has contacts with attorneys, other county employees, and members of the public to exchange factual information, coordinate routine activities, resolve problems, and respond to various inquiries that may require some interpretation of agency policies. The contacts must be friendly, professional, tactful and courteous at all times.

 

 

 

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VIII.     WORK ENVIRONMENT/PHYSICAL DEMANDS

                                                                             

The physical demands described here are representative of those that must be met by and successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is occasionally required to walk and climb or balance.  The employee is frequently required to stand, sit, and occasionally stoop, kneel, crouch or crawl.  On a regular basis, the employee is required to reach with hands and arms, use hands to finger, handle or feel, and talk or hear.

 

The employee must occasionally lift and/or move up to 25 pounds.  The noise level in the work environment is usually moderate.