Salary : $48,881.00 – $54,768.00 Annually
Location : Great Falls, MT
Job Type: Regular Full Time
Job Number: 23-00090
Department: Legal
Opening Date: 07/27/2023
Closing Date: Continuous
Union Classification: Non-Union
Nature of Work
Responsibility for assisting Civil Division of the City Legal Department with highly varied office work of moderate complexity including reception, filing, calendaring, customer service and office work-flow management. Work is performed under the direction of the City Attorney.
Essential Functions of Work
- Assists attorneys in preparing, calendaring, and scheduling for hearings, closings, trials, and other functions as needed.
- Maintains filing and distribution of documents with proper indexing and filing of original legal documents.
- Responsible for intake and tracking of all legal matters handled by the department. Communicates with department clients to determine priority of projects and to provide status updates.
- Provides reception to callers and visitors to City Attorney’s office, answering or directing inquiries from the public or other departments.
- Determines and refers information requests that are complex or sensitive to another employee for action; takes messages and directs to the proper source for assistance. Sorts and delivers mail; prepares materials for mailing or internal distribution.
- Prepares and revises basic letters, agreements, spreadsheets, memos, charts and forms for review by attorneys.
- Composes and types letters, agreements, reports, documents and other written material, requiring formatting, data collection or tabulation in accordance with the request of the originator.
- Assists with records management, including retention, destruction and organization procedures and requirements.
- Files pleadings with court clerks.
- Prepares documents for third party distribution by ensuring private or confidential information is protected and provided to attorneys for review before distribution.
- Completes or facilitates the completion and processing of record requests, formal documents, applications, notices, and invoices to ensure the appropriate information and internal processes have been acquired and applied.
Education and Experience
- High School diploma or equivalent.
- Two years of legal office experience.
NECESSARY SPECIAL QUALIFICATIONS
Employee must possess or have the ability to obtain valid Montana driver’s license.
Requirements of Work
- Ability to interact constructively with others in a collaborative “team” setting; treat others with respect and consideration regardless of status or position.
- Ability to establish and maintain effective, professional working relationships with co-workers, supervisors, outside attorneys, court officials and the general public, including the handling of difficult situations.
- Ability to read and interpret general business mail
- Ability to write reports and business correspondence
- Proficiency in editing, grammar and spelling.
- Ability to effectively present information and respond to questions from City departments, elected officials, and the general public.
- Ability to work independently, to adapt to change in the work place, including unexpected delays or events, and to react well under pressure.
- Ability to understand and adhere to strict confidentiality guidelines and demonstrate integrity in handling confidential information.
- Ability to adhere to applicable ethical standards and policies.
CORE COMPETENCIES
- Organization Skills
- Accuracy
- Customer Service
- Computer Skills
- Ethical Conduct
- Highest Degree of Confidentiality
SUPERVISORY RESPONSIBILITY
This position does not supervise staff.
WORK ENVIRONMENT
Work is performed primarily in an office environment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to perform general sedentary work and to lift and carry up to 40 pounds at a time; stand, walk, sit, bend, ride, grasp, push, pull and perform similar body movements; possession of hand/eye coordination sufficient to use office equipment and to operate a motor vehicle; the ability to talk and hear in person and by telephone; and the ability to see and read instructions and legal documents.
EXPECTED HOURS OF WORK
The work week is Sunday through Saturday. The work schedule is 40 hours and generally performed Monday through Friday. This position is a non-exempt and eligible for overtime. Any overtime must be authorized prior to working.
TRAVEL
Travel is primarily local during the business day. Occasional travel may be required to attend off-site training and educational opportunities.
Full-time Employee Benefits
The City of Great Falls offers a complete benefits package to our full-time employee including medical, dental, and vision insurance, retirement/pensions, paid holidays, vacation and sick leave. The City offers life and long term disability insurance to all full-time non-union employees. Union employees receive longevity pay. Optional plans are available for employees that include AFLAC, flexible spending account, and 457 deferred compensation accounts.
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