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State of Montana Administrative Legal Assistant- Front Desk Specialist-Helena in Helena, Montana

/To be considered for OPD positions, applicants must complete and submit their application online, as well as upload any required application materials./ /* / *_Materials Required of Applicants: _* * * Cover Letter-/ In your cover letter, please describe why you want to work for the Office of the Public Defender./ * Resume / / _Our Mission_ We/ provide effective professional legal services with equal access to quality client-centered representation./ _Our Vision_ /As trained legal professionals we strive to represent our clients in an effective and efficient manner to ensure a more fair and balanced justice system. We are dedicated and committed to improving overall outcomes for our clients and addressing the conditions that led to their involvement with the justice system/. /* / *_Reasons to work for the Office of the Public Defender:_ Our work changes lives! The work OPD does, makes a difference for the people in our communities. * Public Defenders work for their clients, protect constitutional rights and ensure the system remains fair. We are proud of the work we do, to find out more about OPD visit our website HERE. *_Benefits of working for OPD:_ The ability to work and play in the beautiful state of Montana is one of the benefits you will love about this opportunity! Other fantastic benefits include: * Health Coverage * Retirement plans * Paid vacation, sick leave and Holidays * Work/life balance * Flexible schedules * Opportunities and room for professional growth * Public Service Loan Forgiveness- *Employment with the State of Montana may qualify you to receive loan forgiveness- click HERE to learn more! *About this Opportunity! Job Overview:The Legal Assistant-Front Desk Specialist performs various clerical, reception and other administrative duties that ensure the effective operations of Public Defender offices. The position is the first point of contact for clients and is responsible for exceptional customer service functions such as greeting clients, answering and forwarding calls and taking messages for clients and attorneys. Other duties include a wide variety of services such as maintaining front desk operations, handling incoming and outgoing mail, calendaring and maintaining files. Essential Functions (Major Duties or Responsibilities): Front Desk-Reception Duties * Greets visitors and callers, handles various inquiries, and directs clients to the appropriate persons according to their needs. * Answers telephones and give information to callers, take messages, or transfer calls to appropriate individuals. * Responsible for managing incoming and outgoing mail and faxes and/or OPD emails;Opens, reads and analyzes incoming mail, emails, faxes, memos and other materials in order to determine significance and plan distribution. * Enters notes and client information such as updated address or contact information into the case management system. * Make copies of correspondence and other printed material as requested. * Provides various levels of administrative and secretarial support for attorneys, investigators, and other staff as requested. Administrative duties * Scans correspondence, documents, other printed material to be placed in the case management system for proper filing and/or forwarded to the proper individuals. * Schedules and confirms appointments for Attorneys, clients, supervisors or other customers. Includes reserving conference rooms or other locations for meetings. * Provides clients with requested information such as court dates or attorney information and collecting needed paperwork or signatures on documents. * Responsible for Inputting, organizing and maintaining a variety of data into the Case Management System concerning clients or case information such as client court documents or case files, notes and other materials. Other Duties as Assigned * May attend a variety office or legal meetings and attend trainings as necessary. * Assists with special projects or various requests from Management, Attorneys or other OPD employees. * May pick up and deliver documents from the court. Physical and Environmental Demands:The incumbent in this position is situated in a fast-paced front office environment and has a high level of public contact with our clients, who may have mental illnesses or are under the influence of drugs or alcohol. Work is primarily performed in an environment where attendance is a key component and sitting for long periods of time is required, with occasional bending, crouching or lifting up to 20 pounds may be occasionally necessary. Meeting frequent, and unexpected time deadlines from attorneys and courts may require in-town traveling to courts, other agencies, the post office and attorneys' offices on a weekly basis (no more than 5%). Knowledge, Skills and Abilities (Behaviors): Required for thefirst day of work: * Knowledge of office reception or administrative processes and procedures. * Knowledge of bookkeeping and recordkeeping. * 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 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 tomaintainconfidential information. * Ability toaccuratelytrack numerous details simultaneously. * Ability to perform tasks with accuracy while under pressure of strict deadlines. Minimum Qualifications (Education and Experience): * High school diploma or equivalent. Preferred: experience performing reception, secretarial and a variety of other clerical or administrative work in an office setting. *Job: Office/Administrative/Clerical *Title: *Administrative Legal Assistant- Front Desk Specialist-Helena Location: Helena Requisition ID: 21142407