Administrative Support II - Legal

About the role

The City of Billings is seeking an Administrative Support II -- Legal position to support the City Attorney's Office.

Responsibilities

• 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.
• Types and proofreads a wide variety of reports, letters, memoranda, forms, pleadings, resolutions, ordinances, notices, and contracts from rough draft, verbal instructions or 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.
• Aids in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate information.
• Completes a variety of forms.
• Drafts legal documents including but not limited to complaints and affidavits, subpoenas, proposed orders, jury instructions, briefs, motions, responses, petitions to revoke, and other legal documents as needed.
• Aids in the preparation for trials, hearings, and other court appearances as needed.
• Organizes key evidence and prepares trial notebooks, exhibits and any additional materials for trial.
• Compiles, reviews, and redacts 911 calls and recorded victim/witness statements.
• Researches cases in multiple database systems for disposition of evidence.
• Electronically files documents in relevant courts.
• Maintains notifications for assigned prosecutor.
• 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.
• Affords assistance 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.
• 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.
• Collects money from individuals for documents requested.
• Notes payments received in various record keeping systems.

Qualifications

• High school diploma or equivalent.
• Minimum of three (3) years of responsible administrative, clerical, or secretarial experience.
• Strong interpersonal skills.
• The ability to operate personal computers and advanced proficiency with Adobe Acrobat and Microsoft Office applications including Word, Excel, Outlook, and other various programs.
• The ability to pass a State and Federal background, fingerprinting upon hire, and CJIN certification on a bi-annual basis.

Skills

• Prior knowledge of Prosecutor by Karpel (PbK) for online database/record keeping is preferred but not required.
• An active Notary Commission is preferred and can be obtained post-hire.

Benefits

Salary Range: $23.1020 - $30.9925 per hour. Salary reflects Step 1 and Step 7 of a 7-step pay scale. The salary will be dependent on the applicant's education, experience, and training.

Schedule

Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.