Legal Administrative Assistant III

The City of Helena is an equal opportunity employer. Veterans, minorities, members of the LGBTQ community, and individuals with disabilities are strongly encouraged to apply.

As a Legal Administrative Assistant
, you will be at the operational heart of the Helena City Attorney's Office
. Working closely with our Administrative Coordinator, you won't just handle paperwork—you will actively power the legal engine that protects and serves our state capital. From supporting high-stakes civil litigation and misdemeanor prosecutions to assisting with office budgets and record systems, your work directly ensures city departments, boards, and the City Commission have the legal foundation they need to thrive. If you are a detail-oriented professional looking to make a tangible impact on the Helena community, this is your opportunity.

Duty I:
Legal Drafting and Review (35%)

• Assist attorneys and paralegal in the preparation of a variety of legal pleadings, including motions, witness notices, subpoenas, and bond and sentence revocations.
• Assist attorneys and paralegal within the City Attorney's Office with the preparation of ordinances, resolutions, deeds, easements, and other civil legal documents.
• Assist attorneys and paralegal in the coordination of discovery in criminal cases in both digital and paper format.
• Tracking and secondary review of agreements for various city departments.
• Maintain secure records, logs and files, verifying accuracy of information, and recording documents.

Duty 2:
Administrative (35%)

• Coordinate and schedule court hearings, including jury and judge trials, with deputy city attorneys and police officers.
• Assist in assuring efficient office operations by helping establish and maintain office policies that facilitate such operations by meeting with staff to identify and resolve problems; monitoring work flow; reviewing and evaluating work products, methods, and procedures; recommending improvements in workflow, procedures, and use of equipment and forms.
• Assists the Administrative Coordinator with preparing and monitoring the office budget including analyzing and determining annual budget needs, revenue requests for designated accounts, and monitoring expenditures to verify fund balances and proper accounts of the approved budget.
• Serves as a secondary resource and information source regarding office policies, procedures, objectives, and operational functions. This function includes receiving and interviewing office visitors, city staff, and telephone callers; answering questions and providing information where judgment, knowledge, and interpretations are utilized; resolving complaints; referring callers, city staff, and visitors to appropriate sources as necessary.
• Assist attorneys in contacting witnesses in preparation for hearings, collecting and documenting witness information including restitution information, and contacting defense attorneys.
• Assist attorneys and paralegal in tracking outcomes from omnibus hearings and jury confirmations.
• Assist attorneys and paralegal in tracking lab results and communicating with expert witnesses in criminal cases.

Duty 3:
Clerical (30%)

• Create and set up criminal and civil case files in case management system, which includes but is not limited to, entering information in the case management system and uploading reports and other relevant documents.
• File legal documents with courts.
• Respond to requests for information from staff and public.
• Type, proofread, and process a variety of documents, including general correspondence, reports, memoranda and spreadsheets.
• Coordinate, maintain, process and balance department payroll information.
• Prepare, review and process payment claims; and order, receive, store, and distribute supplies.
• Track files for record retention compliance.
• Assist paralegal in organizing electronic files in case management system and share drive.

• Basic operational characteristics, services, and activities of a municipal law department.
• Principles and applications of civil, criminal, and administrative law.
• Understanding of workings of courts and filing of court pleadings.
• Legal terminology, procedures, and technology.
• Modern office administrative management practices and methods.
• Modern office equipment including computer equipment and applicable software programs.
• English language usage, spelling, vocabulary, grammar, and punctuation.

• Principles and procedures of record keeping and filing systems for both…