Legal Assistant

POSITION OVERVIEW

The Legal Assistant provides clerical, administrative, and legal support to the Gallatin County Attorney’s Office. Responsibilities include maintaining case files, preparing and processing legal documents, assisting with discovery, data entry, and records management, and serving as a point of contact for the public, law enforcement, and other agencies. The position supports attorneys and staff across multiple divisions, including criminal, civil, juvenile, guardianship, and involuntary commitment cases, and assists with both routine and urgent office activities. The position reports to the County Attorney and does not directly supervise other County personnel.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Case and Legal Support Open, maintain, and perform data entry for misdemeanor, felony, dependent neglect, juvenile, guardianship, and involuntary commitment files. Draft basic pleadings, motions, orders, discovery documents, and receipts. Prepare, scan, bate-stamp, and file discovery materials into the ProsecutorbyKarpel system. Pull and process case files before and after court proceedings. Process minutes and orders from the District Court Clerk and distribute to attorneys and support staff. Prepare monthly felony case statistics (new cases, post-convictions, fugitive complaints, probation violations). Handle administrative aspects of cases, including scheduling witness interviews, testimony, and transportation. Request and compile legal records from outside agencies (e.g., law enforcement, DMV, 911). Process and log bad checks, including issuing warning letters, receiving/disbursing payments, and preparing deposits. Handle confidential criminal justice information (CCJI) cases, including opening files, drafting responses, and filing with the Court. Civil Division and Administrative Duties Open and close files for the Civil Division. Review subdivision plat documents for completeness and correspond with landowners and representatives regarding approval. Open, scan, and log all incoming mail into the paperless filing system. Prepare, process, and approve claims in the ERP system. Run reports such as expenditure detail reports and case activity summaries. Enter payroll timesheets into the ERP system. Maintain office filing systems for correspondence, court filings, legal records, contracts, and confidential materials. Order office supplies and legal resources as needed. Coordinate with IT and Facilities Departments for technology and building maintenance support. Administer and serve as liaison for ProsecutorbyKarpel software, including vendor support and updates. Public and Office Support Serve as first point of contact for the office; respond to routine in-person, phone, and email inquiries. Greet and assist walk-in visitors, law enforcement, and the public, including handling discovery pick-ups. Answer phones, route calls, and respond to routine questions. Copy, fax, sort, and distribute incoming and outgoing mail. Draft and edit correspondence, memos, and routine reports for attorney review. Maintain confidentiality according to established guidelines and resolve issues collaboratively. Notarize legal documents as required (approximately 5–10 per day). Other Duties as Assigned Perform additional duties as directed by the County Attorney or Deputy Attorneys, including coordinating special projects, assisting with training, or attending meetings and continuing education. In the event of a declared emergency or disaster (e.g., earthquake, fire, flood, riot), provide services during response, assessment, and recovery periods as required by the County.

QUALIFICATIONS

Knowledge of State and local statutes, rules, and legal procedures. Legal terminology, court filings, and document preparation. County government operations and administrative practices. Records management methods, including electronic and manual filing systems. Office software and technology, including Microsoft Word, Outlook, ERP systems, and legal database applications. Skill in Preparing and processing legal documents with accuracy and timeliness. Operating legal case management and database systems (e.g., ProsecutorbyKarpel, FullCourt). Organizing and managing multiple priorities in a fast-paced environment. Communicating effectively, both verbally and in writing. Providing excellent customer service with professionalism and tact. Ability to Interpret and apply legal and administrative procedures consistently. Maintain strict confidentiality of sensitive and criminal justice information. Exercise sound judgment in handling routine and complex inquiries. Build and maintain effective working relationships with attorneys, staff, law enforcement, and the public. Remain calm and professional when dealing with hostile or upset individuals.

EDUCATION & EXPERIENCE

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to: High school diploma or equivalent; and Completion of a work-related vocational program (e.g., paralegal or related field); and One to two (1–2) years of job-related work experience in legal, administrative, or clerical support.

SUPPLEMENTAL INFORMATION

Licenses and Certifications : Applicants for this position must possess a valid driver’s license issued by the state of Montana, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County’s liability policies. As a condition of hire, the final candidate will be required to successfully pass a background check. Please be prepared to attach the following documents when you submit your application materials: cover letter resume three work references. Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction. #J-18808-Ljbffr Gallatin County