What are the responsibilities and job description for the Administrative Support II - Legal position at City of Billings?
The City of Billings is seeking a candidate for an Administrative Support II -- Legal position to perform a variety of legal secretarial, administrative, and clerical support duties in support of the City Attorney's Office. Will prepare legal documents, provide word processing and data entry support, obtain information from law enforcement agencies or other sources, and provide general information and assistance to City Staff and the public.
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.
Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.
Essential Duties And Responsibilities
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.
Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.
Essential Duties And Responsibilities
- Performs responsible legal secretarial, administrative support, and clerical work with accuracy and speed in support of the City Attorney's Office.
- 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.
- Assists in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate information.
- Prepares, verifies, and reviews forms and reports for completeness and conformance with established regulations, policies, and procedures.
- 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.
- Assists attorneys in preparing 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.
- Monitors 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.
- Assists 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.
- Performs other duties as assigned.
- High school diploma or equivalent.
- Minimum of three (3) years of responsible administrative, clerical, or secretarial experience.
- Must have strong interpersonal skills.
- Must have the ability to operate personal computers and advanced proficiency with Adobe Acrobat and Microsoft Office applications including Word, Excel, Outlook, and other various progra s.
- Must be able to pass a State and Federal background, fingerprinting upon hire, and CJIN certification on a bi-annual basis.
- At least one (1) year legal secretarial experience.
- The City Attorney's Office uses Prosecutor by Karpel (PbK) for online database/record keeping. Prior knowledge of this system is not required but is preferred.
- An active Notary Commission is preferred and can be obtained post-hire.
Salary : $23 - $31