Administrative Assistant (Reception) - Attorney's Office

Gallatin County•Suite 102, MT

9h•Onsite

About The Position

The Administrative Assistant (Reception) is located in the Gallatin County Attorney’s Office and performs reception and administrative duties. The position serves as the first point of contact for members of the public visiting the office or calling by telephone. Work includes data entry, email correspondence, and physical and electronic file management, as well as support for victim advocates and attorneys. The role focuses in part on the Victim Services Program and requires careful handling of sensitive information. The position requires knowledge of state and local laws, county government operations, legal terminology, database management, law office procedures, administrative support functions, and relevant information sources. Proficiency in word processing, Outlook, and other Microsoft Office software is essential. Strong communication skills, attention to detail, professionalism in public interactions, and the ability to safeguard confidential information are also required. Applicants must have a high school diploma or equivalent and one to two years of relevant work experience, or an equivalent combination of education and experience. A valid Montana driver’s license, personal transportation for out-of-office duties, and eligibility for coverage under the County’s liability policies are required. Mileage reimbursement is provided under County policy. The final candidate must successfully pass a criminal history check and background investigation. Applicants must submit a cover letter, resume, and three work references. Gallatin County is an equal opportunity employer.

Requirements

High school diploma or equivalent.
One to two years of relevant work experience, or an equivalent combination of education and experience.
Knowledge of state and local laws, county government operations, legal terminology, and database management.
Proficiency in word processing, Outlook, and other Microsoft Office software.
Familiarity with law office procedures, administrative support functions, and relevant information sources.
Strong communication skills, attention to detail, and professionalism in public interactions.
Ability to safeguard confidential information.
Valid driver’s license issued by the State of Montana.
Must provide personal transportation for out-of-office job duties; mileage reimbursement is provided under County policy.
Must be insurable under the County’s liability policies.
Must successfully pass a criminal history check and background investigation as a condition of hire.
Application must include a cover letter, resume, and three work references.

Responsibilities

Greet and assist visitors and escort them to the appropriate person or office.
Answer, screen, and forward incoming phone calls and take messages as necessary.
Keep the reception area tidy and stocked with necessary supplies.
Receive, sort, and distribute mail, documents, and deliveries to appropriate personnel in a timely manner.
Maintain office security by following safety procedures and controlling access via the reception desk monitor.
Perform clerical and administrative duties in support of the County Attorney’s Office, with a focus on the Victim Services Program.
Open and maintain referrals to Victim Services and accurately enter related case data.
Request documents and records from external sources, including law enforcement, courts served by Victim Services, and local city and county personnel.
Enter data across multiple databases with meticulous attention to detail.
Refer complex or contentious issues to appropriate personnel for resolution.
Conduct walk-in business and interact with the public, law enforcement, and local city and county attorney staff.
Create and edit correspondence, determine its intent, compile information, draft letters and memos, and distribute materials as requested.
Follow established confidentiality guidelines for sensitive information.
Assist with compiling data for annual grant applications and reporting.
Complete duties and assignments given by the Legal Support Supervisor.
Perform additional duties assigned by the County Attorney or Deputy County Attorneys, including coordinating projects or events, attending meetings, and completing required training or continuing education.
Provide services during a local emergency and subsequent assessment and recovery efforts if required by a County Commission proclamation.