Public Defender Administrative Assistant 2 in State Of Montana

Job Responsibilities

1. The Administrative Assistant II is instrumental in ensuring the effective operations of Public Defender offices by performing a variety of high level administrative and office support activities
2. This position’s responsibilities are toensure the smooth and effective operations of the office which include but are not limited todata input and maintaining files, scheduling appointments, providing correspondence, assisting clients and office staff with information requests,and that all court requirements are met throughout the designated location
3. The Administrative Assistant provides exceptional customer services to all clients, courts and internal customers in support of Public Defender Offices andreports to the Administrative Support Manager
4. *Administrative Assistance/Office Support (70%)
5. Manages and provides information regarding requests from clients, courts and office staff
6. Arranges meetings, conferences and schedules appointments for clients, staff and management; Coordinates office functions with other state and local government offices
7. Creates, reviews and maintains court calendars and provides complete and factual court calendars to appropriate parties and makes sure attorneys are notified
8. Receives and screens office visitors and telephone calls
9. Formats, drafts, prepares a wide variety of time sensitive and official legal documents such as legal pleadings, affidavits, warrants, motions and orders, summonses, subpoenas, correspondence, briefs, complaints, appeals, and pretrial agreements, stipulations, finding of facts, judgments, dismissals, and related documents in criminal cases and other public defender cases in accordance with instructions established in policies and procedures
10. Reads and analyzes incoming correspondence, faxes, e-mail, memos, submissions, and reports to determine their significance and plan their distribution
11. Reviews and distributes mail includes mailing, fax, or arranging delivery of legal correspondence to clients, witnesses, and court officials
12. Prepares open cases and submits referrals to the conflict Defender Office
13. Establish and maintain case files and ensures that such files are complete, up to date and in proper format and order,for criminal, dependent neglect, mental, and juvenile cases; retrieveslegal documents, records, and reports
14. Inputs data into Case Management System concerning all clients, case information, closes cases and runs reports from the OPD Case Management System
15. Scans or copies correspondence, documents, evidence, and other printed material and enters into Case Management System
16. Prepare invoices, reports, memos, letters, financial statements and other routine documents and inquiries
17. Maintains filing system and records for criminal, dependent neglect, mental, and juvenile cases, opens files, closes files and files documents
18. Assists attorneys in collecting information such as employment, medical, and other records
19. Provides various administrative Services to management staff and clients such as order placement or case information
20. Proofread documents, records, or other files to ensure accuracy
21. Organizes, prepares and maintains documents, evidence, trial notebooks, various exhibits obtained during discovery by subject matter and chronologically for Public Defenders to use at depositions, motions hearings and during court
22. Gathers and compiles information for exhibits and appendices, and discovery requests received from Public Defenders and Investigators
23. This includes requesting documents from County Attorney Office, Police Department, records management, and other sources; reading through files to identify information necessary to establish key facts to provide knowledgeable and accurate responses and documents that would be critical in successfully defending clients
24. Retrieve and copy all documentation that relates to a particular case, subject, event, person, etc. as requested
25. Work often requires reading documents for content and interpreting whether a document is relevant and submitting to a Public Defender/Investigator for review
26. C. Other Duties as Assigned (10%)
27. Receives resolves and/or refers complaints to appropriate individuals
28. May attend legal meetings, such as client interviews, or depositions, and take notes at meetings or conferences
29. May assist with legal research by reviewing legal publications and performing data base searches to identify laws and court decisions relevant to pending cases
30. Performs other duties as assigned *Physical and Environmental Demands:
31. Typical office environment, utilizing a computer, telephone system and other office equipment