What are the responsibilities and job description for the Administrative Assistant (Reception) - Attorney's Office position at Gallatin County?
This position is located in the Gallatin County Attorney’s Office and is responsible for a combination of reception and administrative duties. This role will be the first point of contact for the public either visiting our office or over the telephone. Duties will vary but entail data entry, email correspondence, and physical and electronic file management. Additionally, this position will provide crucial support for our victim advocates and attorneys.
- Greet and assist visitors and escort them to the appropriate person or office.
- Answer, screen, and forward incoming phone calls, taking messages as necessary.
- Ensure the reception area is tidy and stocked with all necessary supplies.
- Receive, sort, and distribute mail, documents, and deliveries in a timely manner to the appropriate personnel.
- Maintain office security by following safety procedures and controlling access via the reception desk monitor.
- Perform a diverse range of clerical and administrative duties in support of the County Attorney’s Office with a focus on the Victim Services Program.
- Open, maintain, and accurately enter case data for referrals to Victim Services.
- Request various documents and records from external sources, including law enforcement, courts served by Victim Services, and local city and county personnel.
- Conduct data entry across multiple databases with meticulous attention to detail.
- Refer complex or contentious issues to the appropriate personnel for resolution.
- Conduct walk-in business, including interactions with the public, law enforcement, and local city/county attorney staff.
- Create and edit a variety of correspondence, determine the intent of correspondence, compile information, draft letters and memos, and distribute as requested.
- Adhere to established confidentiality guidelines regarding sensitive information.
- Assist with compiling data for annual grant applications and reporting.
- Perform and complete various duties and assignments as given by the Legal Support Supervisor.
Other Duties as Assigned
- Perform additional duties as assigned by the County Attorney or Deputy County Attorneys, including coordinating projects or events, attending meetings, and completing required training or continuing education. In the event the County Commission proclaims a local emergency due to an actual or threatened disaster, County employees may be required to provide services during the emergency and during subsequent assessment and recovery efforts.
- High school diploma or equivalent.
- One to two years of relevant work experience, or an equivalent combination of education and experience.
Applicants for this position must possess a valid driver’s license issued by the State of Montana, provide their own transportation to conduct out-of-office job duties (mileage reimbursement provided under County policy), and be insurable under the County’s liability policies.
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
- Cover Letter
- Resume
- Three (3) work references
Salary : $22 - $27