Legal Administrative Assistant

Legal Administrative Assistant

We are looking for an experienced Legal Administrative Assistant to support the U.S. Attorney's Office (USAO), District of Montana (MT). Your scope of work includes providing a wide variety of clerical services and supporting USAO Victim-Witness personnel, AUSAs, legal assistants, administrative staff, and other USAO personnel within the witness management program. This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Responsibilities

• Provide witness management assistance before, during, and after trials
• Work directly with fact witnesses to ensure their participation in court proceedings, pre-trial conferences, and grand jurys
• Offer support to fact witnesses by helping them prepare for court appearances and legal procedures
• Receive and greet visitors, field phone calls, and respond to inquiries from fact witnesses
• Address questions related to court appearances, pre-trial conferences, grand jury sessions, and expense reimbursement
• Collect necessary information for files and documents needed to arrange witness travel and process reimbursements
• Initiate contact with fact witnesses to notify them of travel arrangements and scheduled appearances
• Provide details on court processes and procedures
• Assess and determine any special circumstances or needs of the fact witness
• Inform AUSA of any special circumstances or needs requiring attention
• Consult with AUSA on matters regarding fact witness appearances and special cases
• Complete and submit documentation for special authorizations
• Secure necessary approvals before finalizing travel arrangements
• Ensure all travel documents are prepared, and the witness is informed of the appearance date and time
• Arrange for witness travel and lodging in accordance with Department of Justice and USAO policies
• Meet with fact witnesses upon their arrival for hearings or pre-trial conferences
• Offer courtroom orientation and accompany witnesses to court
• Ensure a safe waiting area is provided for witnesses and gather necessary documentation for their reimbursement
• Prepare and submit witness reimbursement documentation, including vouchers and other required forms
• Provide updates on the status of pending and completed witness vouchers
• Gather required documentation and reconcile Government Travel Accounts
• Gather and coordinate information with the Court, Probation, Pretrial, U.S. Marshals Service, investigative agencies, etc.
• Complete variable aspects of recurring documents by ensuring adherence to style and format rules
• Compose original letters that require an understanding of legal procedures and terminology related to fact witness laws
• Establish and maintain various fact witness files, documents, and databases
• Assemble documents and materials for fact witness files by following procedures and Department of Justice regulations
• Maintain calendars and databases of active and pending fact witness appearances
• Track hearings, trial dates, grand jury sessions, and scheduling conferences
• Handle other administrative and logistical duties related to fact witness management as required

Knowledge & Skills

• Proficient in Microsoft Office software programs (e.g. Word, PowerPoint, Excel, etc.)
• Proficient in office technology (e.g., computers, printers, copiers, fax machines, scanners, etc.)
• Knowledge of legal procedures and specialized terminology related to fact witnesses preferred
• Knowledge of software used by the USAO preferred
• Ability to learn how to use the USAO's computer systems
• Ability to deliver high quality work under pressure
• Excellent written and oral communication skills
• Strong organizational and multitasking skills

Background

• Experience in a professional office environment and/or legal setting preferred
• Experience with witness coordination preferred

Education

• High school diploma or equivalent required
• Undergraduate degree preferred

Location

• Billings, MT 59101

Telework

• N/A

Clearance

• U.S. citizenship required since this role supports the U.S. federal government

Client

• Department of Justice (DOJ)

Travel

• Travel may be required between 3 sites (Great Falls, MT 59401/ Helena, MT 59626/ Billings, MT 59101)

Work Hours

• 40 hours per week
• 8 hours per day

Employment Classification

• Employment Classification Eligibility — Nonexempt

Relocation

• Not eligible for relocation benefits

****************** KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law. Other Considerations. Applicants will be subject to a background investigation. Individual's primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.