Legal Assistant

General Statement of Duties / Distinguishing Features of the Class

We are excited to hire a dedicated candidate to provide paralegal, secretarial, and administrative support to the Office of the City-County Attorney. Butte-Silver Bow is a unique combined city-county government, efficiently handling both civil and criminal cases. Unlike other counties, our City-County Attorney’s Office proudly serves both the city and county, offering an incredible opportunity to be part of a dynamic team making a real impact in the community.

This is a highly responsible paralegal, secretarial, and related administrative support work involving the performance of a wide variety of duties in support of the activities of one or more attorneys in the Office of the City-County Attorney. The work is performed under the general direction of the City-County Attorney and assigned deputy county attorneys, but considerable leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain close and cooperative working relationships with the City-County Attorney, deputy county attorneys, other legal assistants, City-County Attorney’s victim advocate, other employees of the city-county's legal/court system, other office personnel, counsel for defendants, and the general public. The position will provide the full range of assigned paralegal duties and secretarial services for designated personnel and must possess a thorough understanding of the full scope of office and court operations and activities appropriate to assigned duties. Because an employee in this class is assigned to work in an environment associated with law enforcement, detention, court services, frequent public contact, high-volume production, and time-sensitive deadlines, the work may be performed under considerable stress.

Examples of Essential Work (Illustrative Only)

Performs a variety of complex paralegal, secretarial, and related administrative support processes and procedures, and analyzes a variety of subject matter required to determine appropriate actions to be implemented within the office.

Enters all cases into a database system with all pertinent information in the case i.e. names, dates, charging codes, witnesses, scanning documents, creating tickler entries for upcoming court dates, and making sure the electronic file is up to date and accurate.

Drafts, formats, and proofs a wide variety of time-sensitive legal documents including briefs, complaints, affidavits, search warrants, bench warrants, summonses, motions, orders, notices, stipulations, findings of fact, judgments, dismissals, petitions for revocation, and related papers in accordance with instructions or established customs and procedures.

Prepares for review by Deputy City-County attorneys transfer documents from Justice Court to District Court in felony cases by drafting applications for leave, information, and orders.

Prepares for review by Deputy City-County Attorneys documents filed in juvenile delinquency, youth in need of intervention, and documents related to a fugitive from justice matters.

Prepares and uploads discovery requests (investigative files, body cams, photos, etc.) received from the Law Enforcement Department to flash drives for opposing counsel and cover letters to go with each set of discovery.

Works closely with Highway Patrol for reports, discovery, and all other documents pertaining to each case submitted to the city-county attorney’s office.

Tracks assignments of investigative files from the Law Enforcement Department to the appropriate deputy county attorney from a rotation schedule.

Establishes and maintains case files and ensures that such files are complete, up-to-date, and in proper format and order.

Locates and copies cases for research by assigned deputy county attorneys.

Creates and/or reviews and maintains court calendars and provides complete and factual court calendars to appropriate parties.

Participates in trial preparations by assembling trial notebooks, interview transcriptions, exhibits, and jury questionnaires, and jury lists for voir dire, and schedules pre-trial conferences and meetings for the City-County Attorney and assigned deputy county attorneys.

Contacts witnesses and provides an explanation as to why they have been subpoenaed and why it is important that they appear as instructed. This sometimes requires skills of persuasion when explaining to a reluctant or unwilling witness the consequences of failing to appear as instructed.

Discusses processes with persons who appear to file a request for the involuntary commitment of a person because of mental illness, prepares for review petitions and other related initial documents, schedules hearings with Court and coordinates hearing times with defense counsel and treatment facilities, arranges transportation for Respondent of mental health proceeding, performs follow-up actions necessary for involuntary commitments to the state hospital or an outpatient facility.

Prepares files and other court documents related to pending court cases for assigned deputy county attorneys.

Prepares, saves, and creates files for review by Deputy County Attorney, sensitive reports for Child and Family Services cases to report to the Attorney General’s office.

Updates case files following pre-trial and law and motion sessions to obtain information, record court activities and actions, and update file docket sheets.

Keeps the City-County Attorney and assigned deputy county attorneys fully briefed on pertinent information relating to their particular case files.

Provides the City-County Attorney and assigned deputy county attorneys with needed information, files, and documents during court testimony and arguments.

Assists County Attorney and Deputy County Attorneys with letters, correspondence, and other matters related to legal assistance provided to other City-County departments and related to civil matters involving the City-County.

Assists County Attorney with communications, Resolutions, and Ordinances submitted to the Council of Commissioners, the legislative body of the City-County.

Participates in the orientation of new attorneys in office procedures, activities, and operations.

Maintains computerized tickler for internal and external use; updates, adds, and removes information and cases as appropriate.

Prepares and distributes jury instructions as instructed.

Takes verbatim dictation and transcribes letters, reports, statements, memoranda, and other related legal materials, including confidential correspondence and reports.

Responds to letters or memoranda within assigned areas of responsibility and drafts responses to other letters or memoranda for review and approval by assigned deputy county attorneys.

Participates in the preparation of documents related to Superfund actions, including formal legal pleadings, complex bond transactions, and Superfund litigation (CERCLA, RECRA, and CECRA).

Participates in the preparation of the annual budget for the City-County Attorney's Office, including maintaining accurate balances in each line item; ordering and maintaining office supply inventory; preparing weekly bank deposits; creating purchase orders on a secure system through a numerous step process for every invoice, statement, bill due by the City-County attorney office; and maintaining trust accounts on a monthly basis (including records of individual payments, disbursements to victims from all courts, reconciliations, and balances).

Interviews and secures information from numerous callers to the City-County Attorney's Office, schedules appointments, answers questions, and waits on office visitors.

Dockets all Police Court and Justice Court complaints.

Drafts legal documents as directed and instructed by assigned deputy county attorneys.

Coordinates activities with the Office of the City-County Chief Executive and other City -County departments and divisions as necessary.

Receives and screens visitors, telephone calls, faxes, mail, and messages as required.

Opens all mail and determines how it should be handled (scanned, given to attorney, calendared, etc.)

Diffuses volatile situations when dealing with diverse individuals.

Copies, packages, and distributes a variety of written materials as requested by county attorney and deputy county attorneys.

Prepares and sends weekly court lists to the Detention Center for scheduling of transportation of inmates for court proceedings.

Attends meetings, conferences, and workshops as requested and authorized.

Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complying with the Health & Safety Program; maintaining work areas in a safe and orderly manner; identifying and reporting unsafe conditions; reporting all accidents; wearing required personal protective equipment; and attending safety-related meetings, training sessions, fit testing, etc.

Performs all duties and work assignments in compliance with project quality requirements.

Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.

Works with Butte Archives pursuant to the State’s Retention Schedule on what files to keep and when to dispose of them.

Performs related work as assigned.

Required Experience, Training, Knowledge, Skills, and Abilities

Required Education, Experience, and Training

Graduation from high school, supplemented by an additional paralegal and/or legal secretarial training; and

Considerable experience in the performance of paralegal and/or legal secretarial duties, including the use of a computer and preparation of reports; or

Any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the work.

Required Knowledge, Skills, and Abilities

Thorough knowledge of legal and court policies, procedures, practices, terminology, and systems as applied to the work performed.

Thorough knowledge of the responsibilities and authorities of the City-County Attorney and assigned deputy county attorneys as prescribed in state law.

Thorough knowledge of modern office, secretarial, and administrative support practices and procedures.

Thorough knowledge of business arithmetic, statistics, English composition, and spelling.

Good knowledge of State of Montana laws in the assigned areas of work.

Good knowledge of the principles and practices of legal research.

Ability to utilize Full Court software and ability to research specific cases.

Ability to utilize PBK software for creating new cases, entering charging codes, entering all witnesses, scanning documents, creating tickler items for upcoming court hearings within the program, and maintaining complete files.

Ability to communicate well with others, both orally and in writing.

Ability to understand and follow complex oral and written instructions.

Ability to establish and maintain effective working relationships with the City-County Attorney, deputy county attorneys, other legal assistants, other employees of the City-County’s legal/court system, other office employees, counsel for defendants, and the general public.

Ability to operate a personal computer using standard word processing, spreadsheet, and database applications appropriate to assigned duties.

Ability to maintain clerical and legal records of considerable complexity and to prepare reports from such records.

Ability to understand and make work decisions in accordance with office rules, regulations, policies, and procedures.

Ability to use logical and creative thought processes to develop solutions according to written and/or oral instructions.

Ability to perform a wide variety of paralegal, clerical, secretarial, and administrative support tasks with accuracy and speed under the pressure of time-sensitive deadlines.

Ability to take and transcribe dictation using shorthand or speed writing at a reasonable rate of speed.

Ability to adapt to updates and computer program changes as necessary.

Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.

Ability to troubleshoot copier/printer and fax machine as necessary.

Ingenuity and inventiveness in the performance of assigned tasks.

Required Special Qualifications

Must possess a valid driver’s license issued by the State of Montana or the ability to obtain one within a reasonable period of time upon accepting employment.

Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance (see below).

“2.08.010 Residence during employment. From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow. (Ord. 85 § 1, 1979)”

Essential Physical Abilities

Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with others either in-person or over the telephone.

Sufficient vision, with or without reasonable accommodation, which permits the employee to prepare, review, and file a wide variety of written documents in both electronic and hardcopy forms.

Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a keyboard and to make handwritten notations.

Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to transport files, attend court, and promptly assist attorneys and other supervisory personnel as requested.

Additional City-County information

The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.

This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.