Legal Secretary Appellate Division

State of Montana•Helena, MT

7d•Hybrid

About The Position

The Legal Secretary is instrumental in ensuring the effective operations of the Appellate Defender Division 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 ensuring that all court requirements are met. A Legal Secretary provides exceptional customer services to all clients, courts and internal customers in support of the Appellate Defender Division and reports to the Office Manager.

Requirements

High school diploma or equivalent.
One year of directly related office experience of performing a variety of office support or clerical work.
Knowledge of office administrative processes and procedures.
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 learn, understand, and consistently utilize the Agency’s case management system.
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.
Ability to act with initiative, good judgment, and tact, often in stressful situations.
Ability to comprehend, draft, and prepare a variety of legal documents.
Ability to maintain professionalism when critiqued.
Ability to work effectively with marginalized populations who are disproportionately impacted by the criminal justice system in Montana.

Nice To Haves

Knowledge of the functions, procedures and organization of a law office, courts, and law enforcement systems, and understanding of different aspects of the criminal justice system, including legal terminology.

Responsibilities

Opens, maintains, closes, and destroys client and matter files in the Agency’s case management system pursuant to statutory requirements, the Montana Rules of Appellate Procedure, and all Division and Agency policies and procedures.
Ensures files are complete, up-to-date and in proper format.
With direction and upon approval of Appellate Division Administrator, drafts and edits pleadings and all appropriate opening case documents necessary for perfecting an appeal, obtaining transcripts, and pursuing the appeal, including Notices of Appeal, Petitions for Out-of-Time Appeals, Requests for Production of Transcripts, and Motions for Extensions of Time in accordance with the Montana Rules of Appellate Procedure and Division and Agency policies and procedures.
Coordinates with official court reporters and clerks of court statewide for production and delivery of appellate record.
Reviews record of lower court proceedings, including the district court record and transcript, for completeness.
Retrieves legal documents, records, and transcripts as necessary.
Proofreads, edits, and formats draft appellate briefs, motions, declarations/affidavits, petitions, responses, and correspondence in accordance with the Montana Rules of Appellate Procedure, if applicable, and Division and Agency policies and procedures.
Electronically files completed and approved briefs, motions, and other pleadings.
Prints, binds, and submits required copies of appellate briefs for filing in the Montana Supreme Court.
Arranges for delivery of legal and other correspondence to clients, attorneys, and court officials, and personnel and routes correspondence received to the appropriate Division personnel.
Manages and responds to information requests received from clients, court officials, and personnel, and Division attorneys as appropriate.
Creates, reviews, and updates tasks, key dates, and other critical deadline-related fields and entries in the Agency’s case management system in a timely fashion.
Works with attorneys to ensure they are aware of all deadlines.
Inputs, reviews, and updates data in the Agency’s case management system concerning clients, including current client contact information and notes of telephone calls received from clients in a timely fashion.
Scans and/or copies correspondence and other documents, including emails, in the position’s possession are uploaded to or copied into the appropriate matter file in the Agency’s case management system.
Runs reports in the Agency’s case management system.
Answers and screens telephone calls and receives potential office visitors.
Arranges telephone, video, and/or in-person attorney-client visitation at various facilities throughout the country.
Arranges meetings, conferences, and schedules appointments for clients, Division personnel, and management.
Receives complaints and refers the same to appropriate individuals.
Performs other duties as assigned.