Legal Administrative Assistant

Billings, MT

Full Time

Department of Justice (DOJ)

Entry Level

ROLE
We are looking for an experienced Legal Administrative Assistant to support the U.S. Attorney’s Office (USAO), District of Montana (MT). Your scope of work includes providing a wide variety of clerical services and supporting USAO Victim-Witness personnel, AUSAs, legal assistants, administrative staff, and other USAO personnel within the witness management program.

This is a full-time opportunity in which we’ll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!
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 jurys
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

KNOWLEDGE & SKILLS

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

BACKGROUND

Experience in a professional office environment and/or legal setting preferred
Experience with witness coordination preferred

EDUCATION

High school diploma or equivalent required
Undergraduate degree preferred

LOCATION

Billings, MT 59101

TELEWORK

CLEARANCE

U.S. citizenship required since this role supports the U.S. federal government

CLIENT

Department of Justice (DOJ)

TRAVEL

Travel may be required between 3 sites (Great Falls, MT 59401/ Helena, MT 59626/ Billings, MT 59101)

WORK HOURS

40 hours per week
8 hours per day

EMPLOYMENT CLASSIFICATION

Employment Classification Eligibility — Nonexempt

RELOCATION

Not eligible for relocation benefits

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KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.

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Legal Administrative Assistant

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