Judicial Admin Assistant II

State of Montana • Helena, MT

2d

About The Position

This position provides legal and administrative office support and coordinates judicial processes for three Montana Supreme Court Justices. Work includes assisting justices with weekly orders and assisting justices and law clerks with opinions; proofreading and finalizing orders and opinions for publication; assembling weekly agendas; distributing mail and court documents promptly; assisting with Court website updates; and providing secretarial support. Work follows instructions from a justice, the secretarial manual, legal reference and style manuals, and judicial branch and related rules and regulations. After a brief orientation, the employee works with considerable independence, with work reviewed for accuracy.

The position requires an associate degree in business or clerical studies or a similar field and at least three years of progressively responsible legal experience demonstrating the ability to perform the duties. Experience in a legal or court setting is required and may substitute for the associate degree. Experience as a high-level assistant is preferred. New Judicial Branch employees serve a one-year probationary period, and the successful applicant will be subject to a criminal background check. Travel may be required, and working hours may include evenings and weekends.

Requirements

• Associate degree in business or clerical studies or a similar field, and at least three years of progressively responsible legal experience; experience in a legal or court setting is required and may substitute for the associate degree.
• Thorough knowledge of legal terminology and format.
• Thorough knowledge of business English, spelling, and punctuation.
• Thorough knowledge of legal office practices, procedures, equipment, and standard secretarial techniques.
• Considerable knowledge of court rules and procedures, preferably appellate court procedures.
• Ability to understand and carry out moderately complex oral and written instructions.
• Ability to recognize and maintain confidentiality in work assignments.
• Ability to organize, prioritize, and coordinate work and meet deadlines.
• Ability to operate a personal computer with word processing software.
• Ability to communicate effectively orally and in writing.
• Ability to maintain extensive file systems.
• Ability to cooperate with others, complete assigned tasks promptly, work independently, stay organized, and work well under pressure.
• Skill in keyboard operation.
• Skill in transcribing from machine dictation.

Nice To Haves

• Experience as a high-level assistant.
• Experience with procedures used in an appellate court.

Responsibilities

• Type, edit, and proofread legal and court documents for grammar, style, punctuation, sentence structure, spelling, and format; proofread documents with another staff member or law clerk and check routine legal citations when needed.
• Access databases to enter or update information and perform other tasks, including determining case status.
• Type, copy, and distribute memoranda and opinions; gather, organize, and distribute papers and files.
• Coordinate opinions from drafting through final release to ensure timeliness, accuracy, and compliance with court procedures.
• Draft simple orders for review and editing by law clerks or justices.
• Organize and process incoming paperwork so appropriate individuals are informed of case changes, developments, and necessary information.
• Assist a justice with document research using files in the clerk’s office.
• Assist in training law clerks in the process of issuing opinions.
• Coordinate the justices’ involvement in judicial conferences and meetings.
• Assist law clerks, the staff attorney, and judicial branch technical staff in maintaining Court websites, including case updates, standards of review, and Court commission appointments.
• Establish and maintain chambers filing systems for incoming cases, issued decisions, and reference materials; maintain and update the chambers library and reference documents.
• Answer telephone calls professionally, confidentially, and courteously; screen calls, take messages, and provide authorized information.
• Recycle discarded briefs and documents.

Benefits

• Work/life balance.
• Family-friendly policies.
• Dedicated and caring colleagues.
• Health coverage.
• Retirement plans.
• Paid vacation, sick leave, and holidays (a combination of up to 38 per year).
• Opportunities and room for professional growth.
• Employment with the State of Montana may qualify for Public Service Loan Forgiveness.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree