Administrative Assistant 2- Office of the Public Defender- Billings

State of Montana

New Hired from State of Montana

Job Description:

If this job matches your qualifications, please send your application directly through our latest Job site in Hybrid remote in Billings, MT. Indeed, every job is not easy to apply because it must meet several qualifications and requirements that we must meet in accordance with the standard criteria of the State of Montana who are looking for potential candidates to work. Good job information Administrative Assistant 2- Office of the Public Defender- Billings below matches your qualifications.

Administrative Assistant 2- Office of the Public Defender- Billings ( 23141570 )

Our Mission

To Provide the Most Compassionate and Expert Defense of Clients and the Constitution

Our Vision

Creating Expert Teams of Advocates for Justice, Bringing Respect and Dignity to our Clients to Achieve Holistic and Equitable Outcomes

Reasons to work for the Office of the Public Defender: Our work changes lives! The work OPD does, makes a difference for the people in our communities. Public Defenders work for their clients, protect constitutional rights and ensure the system remains fair. We are proud of the work we do, to find out more about OPD visit our website HERE.

Benefits of working for OPD: The ability to work and play in the beautiful state of Montana is one of the benefits you will love about this opportunity! Montana, offers theaters, museums, fairs, rodeos, a high-quality educational system, and many recreational opportunities. Montana’s mountains, rivers and lakes provide year-round opportunities for outdoor enthusiasts. Fishing, hiking, camping, boating, biking, hunting, skiing, and snowmobiling can be accessed throughout our great state.

Other fantastic benefits include:

  • Health Coverage
  • Retirement plans
  • Paid vacation, sick leave and Holidays
  • Work/life balance
  • Flexible schedules
  • Opportunities and room for professional growth
  • Telework (when applicable)
  • Public Service Loan Forgiveness- Employment with the State of Montana may qualify you to receive loan forgiveness- click HERE to learn more!

Materials Required of Applicants:

  • Cover Letter
  • Resume
  • References: Please provide contact information for three (3) professional references.
  • Supplemental questions (if applicable)

About this Opportunity!

Job Overview:

The Administrative Assistant II is instrumental in ensuring the effective operations of Public Defender offices by performing a variety of high level administrative and office support activities. This position’s responsibilities are to ensure the smooth and effective operations of the office which include but are not limited to data input and maintaining files, scheduling appointments, providing correspondence, assisting clients and office staff with information requests, and that all court requirements are met throughout the designated location. The Administrative Assistant provides exceptional customer services to all clients, courts and internal customers in support of Public Defender Offices and reports to the Administrative Support Manager.

Essential Functions (Major Duties or Responsibilities):

A. Administrative Assistance/Office Support (70%)

  • Manages and provides information regarding requests from clients, courts and office staff.
  • Arranges meetings, conferences and schedules appointments for clients, staff and management; Coordinates office functions with other state and local government offices.
  • Creates, reviews and maintains court calendars and provides complete and factual court calendars to appropriate parties and makes sure attorneys are notified.
  • Receives and screens office visitors and telephone calls.
  • Formats, drafts, prepares a wide variety of time sensitive and official legal documents such as legal pleadings, affidavits, warrants, motions and orders, summonses, subpoenas, correspondence, briefs, complaints, appeals, and pretrial agreements, stipulations, finding of facts, judgments, dismissals, and related documents in criminal cases and other public defender cases in accordance with instructions established in policies and procedures.
  • Reads and analyzes incoming correspondence, faxes, e-mail, memos, submissions, and reports to determine their significance and plan their distribution.
  • Reviews and distributes mail includes mailing, fax, or arranging delivery of legal correspondence to clients, witnesses, and court officials.
  • Prepares open cases and submits referrals to the conflict Defender Office.
  • Establish and maintain case files and ensures that such files are complete, up to date and in proper format and order, for criminal, dependent neglect, mental, and juvenile cases; retrieves legal documents, records, and reports.
  • Inputs data into Case Management System concerning all clients, case information, closes cases and runs reports from the OPD Case Management System.
  • Scans or copies correspondence, documents, evidence, and other printed material and enters into Case Management System.
  • Prepare invoices, reports, memos, letters, financial statements and other routine documents and inquiries.
  • Maintains filing system and records for criminal, dependent neglect, mental, and juvenile cases, opens files, closes files and files documents.
  • Assists attorneys in collecting information such as employment, medical, and other records.
  • Provides various administrative Services to management staff and clients such as order placement or case information.
  • Proofread documents, records, or other files to ensure accuracy.

B. Discovery (20%)

  • Organizes, prepares and maintains documents, evidence, trial notebooks, various exhibits obtained during discovery by subject matter and chronologically for Public Defenders to use at depositions, motions hearings and during court.
  • Gathers and compiles information for exhibits and appendices, and discovery requests received from Public Defenders and Investigators. This includes requesting documents from County Attorney Office, Police Department, records management, and other sources; reading through files to identify information necessary to establish key facts to provide knowledgeable and accurate responses and documents that would be critical in successfully defending clients.
  • Retrieve and copy all documentation that relates to a particular case, subject, event, person, etc. as requested. Work often requires reading documents for content and interpreting whether a document is relevant and submitting to a Public Defender/Investigator for review.

C. Other Duties as Assigned (10%)

  • Receives resolves and/or refers complaints to appropriate individuals.
  • May attend legal meetings, such as client interviews, or depositions, and take notes at meetings or conferences.
  • May assist with legal research by reviewing legal publications and performing data base searches to identify laws and court decisions relevant to pending cases.
  • Performs other duties as assigned

Physical and Environmental Demands: Typical office environment, utilizing a computer, telephone system and other office equipment. Minimal travel may be required approximately 5% of the time.

Knowledge, Skills and Abilities (Behaviors):

Required for the first day of work:

  • Knowledge of office administrative processes and procedures.
  • Knowledge of bookkeeping and recordkeeping.
  • Effective written and oral communication skills.
  • Professional customer service skills.
  • Ability to operate personal computer and general office equipment as necessary to complete essential functions, including using spreadsheets, word processing, database, email, internet, and other computer programs.
  • Ability to develop and maintain cooperative working relationships.
  • Ability to follow written and verbal instructions.
  • Ability to plan, organize, and gather information.
  • Ability to work independently.
  • Ability to maintain confidential information.
  • Ability to accurately track numerous details simultaneously.
  • Ability to perform tasks with accuracy while under pressure of strict deadlines.

Minimum Qualifications (Education and Experience):

  • High school diploma or equivalent.
  • One year of directly related office experience of performing a variety of office support or clerical work.
  • Other combinations of directly related education and experience may be considered on a case-by-case basis.


  • Knowledge of the functions, procedures and organization of a law office and the principles and practices of legal research; court and law enforcement systems and understanding of different aspects of the criminal justice system, including law enforcement and jail procedures as well as legal terminology.

Applicant Pool Statement : If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment : Not Applicable Salary: $ 39,786.42 – 39,786.42 Yearly Telework Eligibility : Telework Eligible (Full-time telework is not available. Telework schedule must be supervisor approved.) Benefits Package Eligibility : Health Insurance, Paid Leave & Holidays, Retirement Plan Number of Openings : 1 Employee Status : Regular Schedule : Full-Time Shift : Day Job Travel : Yes, 5 % of the Time Primary Location : Billings Agency : Office of Public Defender Union : American Federation of State, County & Municipal Employees (AFSCME) Posting Date : May 18, 2023, 3:31:53 PM Closing Date (based on your computer’s timezone): Jun 2, 2023, 12:59:00 AM Required Application Materials : Cover Letter, Resume, References Contact Name : Human Resources | Contact Email : | Contact Phone : 4064445374

How To Apply :

After reading and knowing the criteria and minimum qualification requirements that have been explained from the job info Administrative Assistant 2- Office of the Public Defender- Billings in the office Hybrid remote in Billings, MT above, then the jobseeker who feels that he has not met requirements include education, age, etc. and are really interested in the latest job vacancy Full-time above, it should be as soon as possible to complete and compile a job application file such as a job application letter, CV or curriculum vitae and transcripts and other complements as described above, in order to register and participate in the admission selection for new employees at the company in question, sent via the link below.

Other Information :

  • Country : US

To apply for this job please visit » Send Now