Legal Assistant

POSITION OVERVIEW

This position performs a variety of administrative and clerical duties to support the work of the County Attorney’s Office and assist members of the public. Primary responsibilities include supporting attorneys through administrative assistance, maintaining and utilizing our case management system, preparing for trials and performing a variety of clerical tasks necessary for daily office operations. The position also contributes to both planned initiatives and unplanned activities within the Attorney’s Office, helping ensure continuity of services and responsiveness to changing operational needs. The position reports to the Legal Support Supervisor and does not directly supervise other County personnel.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Provide clerical, administrative, and case management support to attorneys and staff within the County Attorney’s Office.
• Use the PBK case management system to open, manage, and maintain case records, including data entry and statistical tracking for felony cases.
• Draft, prepare, and electronically file basic pleadings, motions, proposed orders, and other legal documents and correspondence.
• Pull, prepare, and process case files before and after court proceedings and process court minutes and orders received from the Court Clerk.
• Monitor and review notices received through assigned attorneys’ electronic filing accounts.
• Use the Full Court system to obtain case information, run reports, and assist attorneys with scheduling court appearances.
• Coordinate administrative aspects of criminal cases, including scheduling witness interviews, arranging testimony, and preparing subpoenas.
• Work with law enforcement agencies to obtain and organize discovery materials and manage the discovery process, including tracking, Bates stamping, and sharing materials with defense counsel.
• Assist with administrative processing related to confidential criminal justice information (CCJI) cases.
• Open and close Civil Division files and maintain accurate case records.
• Process subdivision final plat submissions by conducting an initial review for completeness and corresponding with landowners or their representatives regarding review and approval status.
• Maintain electronic and paperless filing systems, including scanning, logging incoming mail, and organizing legal records, contracts, correspondence, and confidential materials.

Other Duties as Assigned

• Perform additional duties as assigned by the County Attorney or Deputy County Attorneys, including coordinating projects or events, attending meetings, and completing required training or continuing education.
• In the event the County Commission proclaims a local emergency due to an actual or threatening disaster, County employees may be required to provide services during the emergency and during subsequent assessment and recovery efforts.

QUALIFICATIONS

This role requires knowledge of state and local laws, county government operations, legal terminology, and database management. Proficiency in word processing, Outlook, and other Microsoft office software is essential. The position also demands familiarity with law office procedures, administrative support functions, and relevant information sources. Strong communication skills, attention to detail, professionalism in public interactions, and the ability to safeguard confidential information are key.

EDUCATION & EXPERIENCE

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school, a work-related vocational program such as paralegal or related field, and one to two (1-2) years of job-related work experience.

SUPPLEMENTAL INFORMATION

Applicants for this position must possess a valid driver's license issued by the state of Montana, provide their own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and be insurable under the County's liability policies. As a condition of hire, the final candidate will be required to successfully pass a background check. Please be prepared to attach the following documents when you submit your application materials: cover letter, resume, three work references. Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.

Benefits

HEALTH BENEFITS:

• Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
• Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
• Dependent health benefits premium is offered at very low costs
• Coverage is effective the 1st of the month following 30 days of employment
• Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
• Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
• FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.

FLEXIBLE SPENDING ACCOUNTS: Optional pre-tax, out-of-pocket medical expenses & day care expenses COUNTY PAID LIFE INSURANCE: $50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply) COUNTY PAID LONG TERM DISABLITY INSURANCE: Eligible employees only, benefit duration shortens once a specific age is reached

RETIREMENT:

• County employees are covered by the Public Employee’s Retirement System (PERS)
• County Deputies and Detention Officers are covered by the Sheriff’s Retirement System (SRS)
• An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide

PAID PARENTAL LEAVE:

• Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child

SICK AND VACATION LEAVE:

• Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
• Leave starts accruing on an employee’s date of hire and can be used as soon as time is in the books.

HOLIDAYS:

• The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
• A Floating Holiday is available to eligible employees after six months.

HEALTH CLUB MEMBERSHIPS: Discounted rates are offered at participating clubs with payroll deduction.

EMPLOYEE ASSISTANCE PROGRAM:

• Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.

WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:

• Limited 24/7 services anywhere in the world
• Will and limited legal service

TUITION ASSISTANCE:

• The County offers partial reimbursement of qualifying tuition expenses

BILINGUAL PAY:

• Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.