Our Billings, Montana office is currently seeking an experienced Administrative Assistant.
POSITION SUMMARY: The Administrative Assistant works closely with Legal Administrative Assistants providing support and backup when needed. This position is responsible for performing a variety of administrative and clerical support tasks to ensure high-quality service and efficient day-to-day operations.
KEY RESPONSIBILITIES: • Provides support and backup to Legal Administrative Assistants as needed. • Maintains electronic and non-electronic case files including scanning, copying, and filing. • Opens and closes case files in accordance with firm procedures. • Retrieves information as requested from records, email, files, and other related documents; prepares written summaries of data when needed. • Compiles, proofs, and revises legal documents, contracts, briefs, motions, and pleading as assigned. • Schedules meetings, conferences, and depositions; maintains attorneys’ calendars with appointments, court appearances, and other deadlines as requested. • Assists attorneys with time entry as needed. • Responds to and resolves administrative inquiries and questions. • Performs other related duties as assigned.
KEY SKILLS: • Strong customer service and interpersonal skills are required to communicate effectively and professionally with all levels of personnel and external clients. • Able to maintain strict confidentiality of client and firm information; understands and implements general rules of ethical behavior applicable to legal personnel. • Able to work in collaboration within a team and independently. • Able to learn new skills as technology evolves. • Possesses excellent attention to detail, follows up on projects, and follows through on deliverables. • Able to develop and apply comprehensive planning and organizing strategies to ensure tasks and projects are appropriately prioritized and resources are used effectively and efficiently. • Able to work under tight deadlines, handle multiple detailed tasks, and anticipate when help will be needed from department members. • Flexible and able to respond quickly and positively to shifting demands and opportunities. • Able to effectively work in a multi-office environment and a culturally and educationally diverse environment. • Writes clearly and informatively, edits work for spelling and grammar, adapts communication to suit needs, presents numerical data effectively, and can read and interpret written information. • Speaks clearly and persuasively, listens and gets clarification as needed, responds well to questions, and takes a collaborative approach in group settings. • Able to take responsibility for work activities and personal actions, follow through on commitments, acknowledge and learn from mistakes, and recognize the impact of one’s behavior on others. • Able to independently formulate sound decisions and select an effective course of action using available information.
MINIMUM QUALIFICATIONS: • High school diploma or equivalent. • Minimum of one year of experience in an administrative role. • Working knowledge of Microsoft Office Suite, Adobe, and other similar software. • Must be able to read, comprehend, and follow written and verbal instructions. • Valid driver’s license. • Available to work overtime as needed and approved by attorneys.
PHYSICAL REQUIREMENTS: • Prolonged periods of sitting at a desk and working on a computer. • Must be able to lift up to 25 pounds at times.
PAY & BENEFITS: The Firm offers a competitive wage and a comprehensive benefits package including:
Medical, dental, and vision.
Employer paid short and long-term disability.
Voluntary life, accident, and critical illness.
Flexible spending accounts.
Vacation, sick, and personal leave.
Paid parental leave.
Fully vested 401(k) retirement plan with employer contributions (eligible after 1 year).
DISCLAIMER: This job posting is not meant to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position's scope and function.