Job description
Salary
See Position Description
Location
Billings, MT 59101
Job Type
Full-Time
Department
City Attorney
Job Number
202300136
Division
Attorney Administration
DESCRIPTION
BENEFITS
Position Overview
Salary Range: $24.3468 - $32.6323, salary reflects Step 1 and Step 7 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education and experience.
Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m.
Job Summary:
Under direction, performs a variety of highly responsible, confidential, and complex legal secretarial and administrative duties in support of the City Attorney and other office staff as necessary; assists in planning, organizing, and coordinating support activities, operations, and functions related to the City Attorney’s Office; and provides general information and assistance to staff and the public.
Scope of Responsibility:
Incumbent has a very high degree of understanding of department or functional operations and can work with considerable independent judgment and personal initiative. Working independently and with some management guidance, incumbent performs work that requires administration of department rules and may establish precedents within delegated areas of responsibility. Work product has noticeable impact on departmental operations. Incumbent must have the ability to exercise discretion regarding confidential matters and effectively prioritize work to ensure its timely completion. Incumbent provides supervision, training, and coaching to administrative staff.
Essential Duties and Responsibilities
Administrative/Secretarial Duties
- Attends to and processes administrative details not requiring the immediate attention of the City Attorney and other office staff; independently responds to routine letters and general correspondence; composes and prepares letters, memoranda, emails, and reports pertaining to standard policies; drafts routine legal pleadings.
- Performs responsible and difficult legal secretarial and administrative work involving the use of independent judgment and personal initiative; performs varied and responsible secretarial duties to assist in the processing and completion of administrative operations for the City Attorney.
- Drafts a variety of legal documents including resolutions, ordinances, notices, deeds, contracts, subpoenas, praecipes, affidavits, briefs, motions, orders, jury instructions, trial briefs, witness lists, discovery documents, complaints, answers, summonses, warrants, and related documents from verbal instructions and rough drafts.
- Opens and maintains case files.
- Assists as needed with the preparation of responses to public records requests, correspondence, documents, and reports as assigned; and maintains confidentiality of information.
- Stays abreast of court rules regarding the preparation and filing of documents in federal, state, and local courts. Ensures all documents are prepared and filed in conformance with court rules. Performs responsible and difficult legal secretarial and administrative work involving the use of independent judgment and personal initiative; performs varied and responsible secretarial duties to assist in the processing and completion of administrative operations for the City Attorney.
- Coordinates, supervises, and monitors special projects, assignments, and activities as assigned; organizes and maintains subject and civil litigation files on matters in progress and expedites their completion.
- Operates and assists with a variety of software programs.
Department Operations
- Serves as a primary resource and information source regarding Department policies, procedures, objectives, and operational functions; assists as necessary with office visitors and telephone callers; answers questions and provides information where judgment, knowledge, and interpretations are utilized, especially in the proper handling of confidential information or files; resolves complaints; refers callers to appropriate source as necessary; processes daily mail.
- Prepares information needed in administrative decisions and in facilitating the implementation of Department policies and programs; researches, collects, compiles, tabulates, analyzes, and summarizes data and information pertaining to specified activities, operations, and functions as assigned; prepares a variety of fiscal, statistical, and administrative summaries and reports.
- Maintains detailed calendar of Department activities and for assigned staff; arranges interviews, appointments, schedules, conferences, travel arrangements, and itineraries. Processes travel requisitions and travel expense reports.
- Prepares agendas for internal department meetings and takes and transcribes minutes at regular and special meetings; represents the department in meetings and groups as assigned.
- Establishes, maintains and purges records and files including financial, budget, personnel, operational, and administrative records according to state records management requirements.
- Orders, receives, inventories, stores, and distributes supplies, forms, and related items. Maintains and accounts for limited office funds, including petty cash expenditures and makes deposits as needed.
- Assists in the planning, preparation, monitoring, and maintaining the Department’s budget, processes accounts payable and accounts receivable, monitors account balances, and processes account transfers. Reconciles monthly purchasing card statements.
- Attends and participates in staff meetings and related activities; attends workshops, conferences, and classes to increase professional knowledge.
- Gathers, reviews, enters, and approves all timesheets for the department into the payroll system.
- Establishes new employee setup for City Departments; administers Case Management System (CMS) database, assists in maintaining City Attorney’s webpage.
- Liaison between Billings Municipal Court and Billings Police Department for questions, concerns, issues related to court filings and cases.
- Monitors department’s compliance with City’s technology replacement plan.
Provides supervision for the department’s administrative support staff.
- Participates in the selection, promotion, discipline, and termination of administrative support staff.
- Manages administrative support staff’s performance, including preparation of performance evaluations.
- Approves time-off requests for administrative support staff.
- Ensures that adequate training and oversees the administrative support staff’s work.
- Delegates, assists (as needed), and assigns work tasks to administrative support staff.
Performs other duties as assigned.
Qualifications and Skills
Required Qualifications and Skills:
- High school diploma or GED
- Five (5) years of increasingly responsible legal administrative/secretarial experience
- Must have strong interpersonal and customer services skills
- Must have the ability to operate personal computers, and advanced proficiency with Microsoft Office applications
Preferred Qualifications and Skills
- Associate’s degree or paralegal certificate
- Supervisory experience
- Experience with Prosecutor by Karpel (PbK), or similar case management software
Physical Demands and Working Conditions
Work is a normal office environment. Intermittent effort involving lifting of amounts between 5 and 25 pounds is required. Work requires high attention to detail or deadlines over 70% of the time. Incumbent may be exposed to disagreeable elements on an intermittent basis including, dealing with angry people and/or offensive language.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.
Agency
City of Billings
Address
210 North 27th Street
Billings, Montana, 59101
Phone
4062376210
Website
https://billingsmt.gov
Position Overview
Salary Range: $24.3468 - $32.6323, salary reflects Step 1 and Step 7 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education and experience.
Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m.
Job Summary:
Under direction, performs a variety of highly responsible, confidential, and complex legal secretarial and administrative duties in support of the City Attorney and other office staff as necessary; assists in planning, organizing, and coordinating support activities, operations, and functions related to the City Attorney’s Office; and provides general information and assistance to staff and the public.
Scope of Responsibility:
Incumbent has a very high degree of understanding of department or functional operations and can work with considerable independent judgment and personal initiative. Working independently and with some management guidance, incumbent performs work that requires administration of department rules and may establish precedents within delegated areas of responsibility. Work product has noticeable impact on departmental operations. Incumbent must have the ability to exercise discretion regarding confidential matters and effectively prioritize work to ensure its timely completion. Incumbent provides supervision, training, and coaching to administrative staff.
Essential Duties and Responsibilities
Administrative/Secretarial Duties
- Attends to and processes administrative details not requiring the immediate attention of the City Attorney and other office staff; independently responds to routine letters and general correspondence; composes and prepares letters, memoranda, emails, and reports pertaining to standard policies; drafts routine legal pleadings.
- Performs responsible and difficult legal secretarial and administrative work involving the use of independent judgment and personal initiative; performs varied and responsible secretarial duties to assist in the processing and completion of administrative operations for the City Attorney.
- Drafts a variety of legal documents including resolutions, ordinances, notices, deeds, contracts, subpoenas, praecipes, affidavits, briefs, motions, orders, jury instructions, trial briefs, witness lists, discovery documents, complaints, answers, summonses, warrants, and related documents from verbal instructions and rough drafts.
- Opens and maintains case files.
- Assists as needed with the preparation of responses to public records requests, correspondence, documents, and reports as assigned; and maintains confidentiality of information.
- Stays abreast of court rules regarding the preparation and filing of documents in federal, state, and local courts. Ensures all documents are prepared and filed in conformance with court rules. Performs responsible and difficult legal secretarial and administrative work involving the use of independent judgment and personal initiative; performs varied and responsible secretarial duties to assist in the processing and completion of administrative operations for the City Attorney.
- Coordinates, supervises, and monitors special projects, assignments, and activities as assigned; organizes and maintains subject and civil litigation files on matters in progress and expedites their completion.
- Operates and assists with a variety of software programs.
Department Operations
- Serves as a primary resource and information source regarding Department policies, procedures, objectives, and operational functions; assists as necessary with office visitors and telephone callers; answers questions and provides information where judgment, knowledge, and interpretations are utilized, especially in the proper handling of confidential information or files; resolves complaints; refers callers to appropriate source as necessary; processes daily mail.
- Prepares information needed in administrative decisions and in facilitating the implementation of Department policies and programs; researches, collects, compiles, tabulates, analyzes, and summarizes data and information pertaining to specified activities, operations, and functions as assigned; prepares a variety of fiscal, statistical, and administrative summaries and reports.
- Maintains detailed calendar of Department activities and for assigned staff; arranges interviews, appointments, schedules, conferences, travel arrangements, and itineraries. Processes travel requisitions and travel expense reports.
- Prepares agendas for internal department meetings and takes and transcribes minutes at regular and special meetings; represents the department in meetings and groups as assigned.
- Establishes, maintains and purges records and files including financial, budget, personnel, operational, and administrative records according to state records management requirements.
- Orders, receives, inventories, stores, and distributes supplies, forms, and related items. Maintains and accounts for limited office funds, including petty cash expenditures and makes deposits as needed.
- Assists in the planning, preparation, monitoring, and maintaining the Department’s budget, processes accounts payable and accounts receivable, monitors account balances, and processes account transfers. Reconciles monthly purchasing card statements.
- Attends and participates in staff meetings and related activities; attends workshops, conferences, and classes to increase professional knowledge.
- Gathers, reviews, enters, and approves all timesheets for the department into the payroll system.
- Establishes new employee setup for City Departments; administers Case Management System (CMS) database, assists in maintaining City Attorney’s webpage.
- Liaison between Billings Municipal Court and Billings Police Department for questions, concerns, issues related to court filings and cases.
- Monitors department’s compliance with City’s technology replacement plan.
Provides supervision for the department’s administrative support staff.
- Participates in the selection, promotion, discipline, and termination of administrative support staff.
- Manages administrative support staff’s performance, including preparation of performance evaluations.
- Approves time-off requests for administrative support staff.
- Ensures that adequate training and oversees the administrative support staff’s work.
- Delegates, assists (as needed), and assigns work tasks to administrative support staff.
Performs other duties as assigned.
Qualifications and Skills
Required Qualifications and Skills:
- High school diploma or GED
- Five (5) years of increasingly responsible legal administrative/secretarial experience
- Must have strong interpersonal and customer services skills
- Must have the ability to operate personal computers, and advanced proficiency with Microsoft Office applications
Preferred Qualifications and Skills
- Associate’s degree or paralegal certificate
- Supervisory experience
- Experience with Prosecutor by Karpel (PbK), or similar case management software
Physical Demands and Working Conditions
Work is a normal office environment. Intermittent effort involving lifting of amounts between 5 and 25 pounds is required. Work requires high attention to detail or deadlines over 70% of the time. Incumbent may be exposed to disagreeable elements on an intermittent basis including, dealing with angry people and/or offensive language.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.
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