Legal Assistant

The City Attorney – Prosecution office is seeking a detail-oriented and highly organized Legal Assistant to provide professional legal and advanced administrative support in a fast-paced criminal justice environment. This position plays a critical role in supporting prosecutors and ensuring the accurate, timely, and confidential handling of criminal case files from arraignment through post-sentence proceedings.

As part of a formal career ladder, the Legal Assistant role offers opportunities for growth as duties and responsibilities expand in complexity. The successful candidate will manage sensitive legal information, coordinate case materials, communicate between our legal team, the courts, law enforcement, and the public, and exercise independent judgment to support the effective and efficient operation of the Prosecution office while upholding the highest standards of integrity and professionalism.

This position is part of a formal career ladder tying pay progression to the advancement and complexity of assigned duties and responsibilities.

• Provide litigation support through maintaining confidential criminal case files for arraignment, trial, and post-sentence proceedings; enter and track conditions for post-sentence compliance.
• Order, process, and provide discovery in criminal cases; compile and review documents for dissemination, including redaction of private or confidential material, in response to discovery or other involved party requests.
• Research and attempt to locate victims and/or witnesses; determine necessity of subpoenas; gather information from victims for restitution requests and answer questions related to the criminal justice system.
• Manage caseloads and respond to telephone inquiries and email communications, using independent judgement to prioritize and resolve issues.
• Process court documents and case related materials, including calendaring court hearings, briefing schedules, and confidential documents such as correspondence and medical records; enter various information into the case management software.
• Generate legal documents within the case management software for filing with Courts.
• Provide backup and support to all team members to meet deadlines, including internal workflow requirements and deadlines imposed by statute or court order.
• Answer complex inquiries from citizens, agency personnel, and City staff regarding City Attorney policies and procedures.
• Provide notarial services to prosecutors and victims.
• Perform routine administrative tasks including e-filing and answering the telephone.
• Perform other duties as assigned, based on training and qualifications.

• Knowledge of general legal or criminal justice practices and procedures, including managing legal case files, maintaining recordkeeping and retention requirements, processing court orders and evidence.
• Knowledge of, and ability to utilize, appropriate legal reference tools.
• Skill in utilizing various computer software and databases, including Microsoft 365, and the ability to learn job-specific applications and equipment.
• Skill in communicating, in person and writing, with the proven ability to establish and maintain effective working relationships with diverse individuals.
• Skill in organization, time management and prioritizing with the proven ability to have keen attention to detail and accuracy in performing work with adherence to strict deadlines.
• Ability to problem-solve and resolve conflicts while maintaining a calm demeanor.
• Ability to quickly learn and adapt to rapidly changing office policies and procedures, to comply with court rules and procedures.
• Ability to maintain and exhibit integrity and discretion in handling confidential and sensitive legal and criminal justice information.
• Ability to maintain and foster a culture of professionalism, adhere to departmental and City standards and specifications, and support a positive team environment.
• Ability to learn City and departmental policies, procedures, and practices.

• Any combination of education and experience equivalent to two (2) years of legal secretary experience or another relevant field.
• Must be able to pass a fingerprint criminal history background check
• Must complete Criminal Justice Information Network (CJIN) certification within two (2) days of hire and maintain annual recertification.
• Must complete Montana Notary certification within six (6) months of hire and maintain certification.
• Criminal Justice experience, preferred.