Job Information
CITY OF BILLINGS ADMINISTRATIVE SUPPORT II - LEGAL in BILLINGS, Montana
The City of Billings is seeking an Administrative Support II - Legal to perform a variety of legal secretarial, administrative, and clerical support duties in support of the City Attorney's Office; 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. Salary Range: $20.7365 - $27.8190 per hour. Salary reflects Step 1 and Step 7 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training. Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m. Essential Duties and Responsibilities: - Performs responsible legal secretarial, administrative support, and clerical work with accuracy and speed. - Types and proofreads a wide variety of reports, letters, memoranda, forms, pleadings, resolutions, ordinances, notices, and contracts from rough draft, verbal instructions or transcribing machine recordings 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. - 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. - 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. - Reviews and redacts 911 calls and recorded victim/witness statements. - 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. - Receives, opens, reviews, sorts, date stamps, and distributes office mail. - 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. - Maintains and accounts for limited office funds - Maintains ledgers; prepares deposits. Required Qualifications and Skills: - High school diploma or equivalent. - 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 programs. - Must be able to pass a State and Federal background, fingerprinting upon hire, and CJIN certification on a bi-annual basis. Preferred Qualifications and Skills: - 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. Equal Opportunity Employer.