Legal Administrative Assistant

$42,000 - $90,000/Yr

KMRG Holdings - Billings, MT

Full-time - Entry Level

Billings, MT

Personal and Laundry Services

About the position

The Legal Administrative Assistant will provide essential clerical support to the U.S. Attorney's Office (USAO) in the District of Montana. This role involves assisting with witness management, ensuring that fact witnesses are prepared and supported throughout legal proceedings. The position requires strong organizational skills and the ability to handle various administrative tasks related to witness coordination and documentation.

Responsibilities

• Provide witness management assistance before, during, and after trials.
• Work directly with fact witnesses to ensure their participation in court proceedings, pre-trial conferences, and grand juries.
• Offer support to fact witnesses by helping them prepare for court appearances and legal procedures.
• Receive and greet visitors, field phone calls, and respond to inquiries from fact witnesses.
• Address questions related to court appearances, pre-trial conferences, grand jury sessions, and expense reimbursement.
• Collect necessary information for files and documents needed to arrange witness travel and process reimbursements.
• Initiate contact with fact witnesses to notify them of travel arrangements and scheduled appearances.
• Provide details on court processes and procedures.
• Assess and determine any special circumstances or needs of the fact witness.
• Inform AUSA of any special circumstances or needs requiring attention.
• Consult with AUSA on matters regarding fact witness appearances and special cases.
• Complete and submit documentation for special authorizations.
• Secure necessary approvals before finalizing travel arrangements.
• Ensure all travel documents are prepared, and the witness is informed of the appearance date and time.
• Arrange for witness travel and lodging in accordance with Department of Justice and USAO policies.
• Meet with fact witnesses upon their arrival for hearings or pre-trial conferences.
• Offer courtroom orientation and accompany witnesses to court.
• Ensure a safe waiting area is provided for witnesses and gather necessary documentation for their reimbursement.
• Prepare and submit witness reimbursement documentation, including vouchers and other required forms.
• Provide updates on the status of pending and completed witness vouchers.
• Gather required documentation and reconcile Government Travel Accounts.
• Gather and coordinate information with the Court, Probation, Pretrial, U.S. Marshals Service, investigative agencies, etc.
• Complete variable aspects of recurring documents by ensuring adherence to style and format rules.
• Compose original letters that require an understanding of legal procedures and terminology related to fact witness laws.
• Establish and maintain various fact witness files, documents, and databases.
• Assemble documents and materials for fact witness files by following procedures and Department of Justice regulations.
• Maintain calendars and databases of active and pending fact witness appearances.
• Track hearings, trial dates, grand jury sessions, and scheduling conferences.
• Handle other administrative and logistical duties related to fact witness management as required.

Requirements

• Proficient in Microsoft Office software programs (e.g. Word, PowerPoint, Excel, etc.)
• Proficient in office technology (e.g., computers, printers, copiers, fax machines, scanners, etc.)
• Knowledge of legal procedures and specialized terminology related to fact witnesses preferred.
• Knowledge of software used by the USAO preferred.
• Ability to learn how to use the USAO's computer systems.
• Ability to deliver high quality work under pressure.
• Excellent written and oral communication skills.
• Strong organizational and multitasking skills.
• Experience in a professional office environment and/or legal setting preferred.
• Experience with witness coordination preferred.
• High school diploma or equivalent required.
• Undergraduate degree preferred.

Benefits

• Competitive pay
• Comprehensive benefits
• Job stability and security