Office Manager

State of Montana•Helena, MT

1d•Hybrid

About The Position

The Office Manager is instrumental in ensuring the effective operations of the Appellate Defender Division (Division) of the Office of State Public Defender (Agency) by performing a variety of high level administrative, supervision, and office management activities. This position’s responsibilities include providing leadership and guidance in the areas of data input and electronic file maintenance, document preparation and filing, assisting clients and office staff with information requests, and ensuring that all deadlines and Court requirements are met. This position provides exceptional customer services to all clients, Division personnel, judicial branch employees, and other internal customers in support of the Appellate Defender Division. The Office Manager works closely with the Appellate Division Administrator and directly supervises Legal Secretaries within the Division.

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, databases, email, internet, and other computer programs.
Ability to learn, understand, and consistently utilize the Agency’s case management system, and to teach others how to do so.
Ability to provide strong leadership and direction, and to motivate, lead, and supervise a team of Legal Secretaries.
Ability to have difficult conversations with patience, compassion, and empathy.
Ability to follow written and verbal instructions, and ability to clearly communicate expectations both verbally and in writing.
Ability to develop and maintain cooperative working relationships.
General knowledge of business applications including human resource management, financial management, and budget processes.
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 teach, provide feedback, and correct persons of varying backgrounds, experience, and learning styles.
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 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

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 motions 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 transcripts, for completeness. Retrieves legal documents, records, and transcripts as necessary. Uploads the same to the Agency’s case management system.
Formats, proofreads, edits, and prepares a wide variety of time sensitive and official legal documents including appellate briefs, motions and responses, affidavits/declarations, petitions and responses, and proposed orders in accordance with the Montana Rules of Appellate Procedure 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.
Formats, proofreads, edits, prepares, and arranges for delivery of legal and other correspondence to clients, attorneys, and court officials and personnel.
Ensures all legal pleadings, correspondence, including emails, and other documents related to appellate matters and clients are distributed to the appropriate attorney(s) and uploaded to the Agency’s case management system. Scans and copies documents as appropriate.
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, events, and other critical deadline-related fields and entries in the Agency’s case management system. Works with attorneys to ensure deadlines are understood and met.
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.
Runs reports in the Agency’s case management system.
Answers and screens telephone calls and receives and announces office visitors.
Arranges telephone, video, and/or in-person attorney-client visitation at various facilities throughout the country and creates events in the Agency’s case management system regarding these appointments.
Arranges meetings, conferences, and schedules appointments for clients, Division personnel, and management and creates events in the Agency’s case management system regarding these appointments, as necessary.
Coordinates office functions with other Agency personnel and other state and local government offices.
Reviews inventory, orders supplies, and prepares invoices, reports, memos, letters, financial statements and other routine documents related to supplying the office.
Communicates with and coordinates activities with contract appellate defenders and the Contracts Program as needed.
Receives, researches, and responds to questions regarding the appellate process from various stakeholders, including but not limited to potential, current, and former clients; public defenders; contract attorneys; postconviction counsel; and members of the judicial branch. Provides basic information without providing legal advice, explains policies and procedures, and/or facilitates a resolution, as appropriate.
Works closely with the Appellate Division Administrator to ensure effective Division operations.
Provides leadership, advice, and training to Legal Secretaries.
Directs, coordinates, and supervises work and activities of team members, including the fair and equitable distribution of work amongst team members.
Communicates applicable requirements from the Montana Rules of Appellate Procedure and Agency and Division policies and procedures to team members and creates protocols to implement the same.
Actively monitors and evaluates team members’ compliance with Agency and Division policies and procedures, including requirements regarding opening and closing matters in the Agency’s case management system, scanning, uploading and/or copying documents into the case management system in a timely fashion, and timely entering and updating case and client information, particularly with respect to deadlines.
Takes corrective action when necessary to ensure compliance with Agency and Division policies and procedures.
Ensures processes are in place to accurately and timely collect and report data and information critical to the operation of the Agency and Division.
Actively engages in a process of continual improvement of the Agency’s and Division’s operations and services. Participates in the development of policies, procedures, operational plans, goals, and directives to meet Agency and Division needs by actively seeking feedback from team members, developing recommendations, and communicating such recommendations and providing feedback to the Division Administrator and other members of the Division management team and Agency leadership team.
Consults and collaborates with other managers regarding Division operations and services.
Responsible for hiring, discipline, and firing Legal Secretaries.
Performs other duties as assigned.