Office Manager-Conflict Division OPD

State of Montana•Missoula, MT

12h•Hybrid

About The Position

The Administrative Assistant-Office Manager is instrumental in ensuring the effective operations of Public Defender offices by performing a variety of high level administrative, supervision and office management activities. This position’s responsibilities are to provide leadership and guidance in the areas of data input and maintaining files, providing correspondence, assisting clients and office staff with information requests, and that all court requirements are met throughout the designated location. This position provides exceptional customer services to all clients, courts and internal customers in support of Public Defender Offices. The Administrative Assistant- Office Manager works closely with the Division Administrator, Regional Deputy Public Defender, Managing Attorneys r and directly supervises support staff.

Requirements

High school diploma plus training in legal terminology and support and advanced knowledge of office software.
Requires a minimum of 3 years administrative/legal support experience in an office environment.
Must have previous supervisory, office management, demonstrated experience leading other support staff or other equivalent experience.
Knowledge of office administrative processes and procedures.
Knowledge of bookkeeping and recordkeeping.
Effective written and oral communication skills.
Professional customer service skills.
Must have the ability to supervise and lead others.
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.
Ability to act with initiative, good judgment, and tact, often in stressful situations.
Must have the ability to comprehend, draft and prepare a variety of documents.

Nice To Haves

Knowledge of the Montana judicial system and the functions, procedures, policies and organization of the Court system.
Experience relating to criminal matters and/or the public defender arena.
Knowledge of Criminal laws and procedures of the State of Montana; and an understanding of different aspects of the criminal justice system, including law enforcement and legal terminology.

Responsibilities

Manages and provides information regarding requests from clients, courts and office staff.
Creates, reviews and maintains court calendars and provides complete and factual court calendars to appropriate parties and makes sure attorneys are notified.
Formats, drafts, prepares a wide variety of time sensitive and official legal documents such as eligibility related letters, 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, involuntary commitment, guardianship, and juvenile cases; retrieves legal documents, records, and reports.
Inputs data into Case Management System concerning all clients, case information, runs reports from the OPD Case Management System; Scans or copies correspondence, documents, evidence, and other printed material and enters into Case Management System.
Arranges meetings, conferences and schedules appointments for clients, staff and management, Coordinates office functions with other state and local government offices.
Reviews inventory and prepares invoices, reports, memos, letters, financial statements and other routine documents and inquiries.
Maintains filing system and records for criminal, dependent neglect, involuntary commitment, guardship, and juvenile cases, opens files, closes files and ensures proper filing 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, office billing or case information.
Proofread documents, records, or other files to ensure accuracy.
Receives, resolves and/or refers complaints to appropriate individuals and is the point of contact for questions regarding document dissemination and discovery.
Schedules and attends legal meetings, such as client interviews, or depositions, and take notes during meetings or conferences.
Manages attorney calendars to ensure that deadlines are not missed by keeping a record of the deadlines imposed on staff and contract attorneys.
Coordinates central office activities regarding financial information and case weighting.
Assist with legal research and preparing related reports as necessary or requested.
Communicates and coordinates activities with contract legal counsel.
Responsible for closing cases pursuant to OPD policy and managing document/file destruction per policy or statute.
Works closely with the Division Administrator, Regional Deputy Public Defenders, and Managing Attorneys to ensure effective operations and that cases are evenly distributed throughout the office.
Perform supervisory functions including hiring, firing, performance management, discipline, work distribution, employee development.
Train employees in the practices, policies, and procedures of the office.
Provide employees with guidance when handling difficult or complex problems or when resolving escalated complaints or disputes.
Make recommendations to management concerning issues, staffing decisions and procedural changes.
Other Duties as Assigned