Legal Assistant (09618)

State of Montana Helena, MT
To be considered for any DPHHS Agency position, applicants must complete and submit their application online, as well as upload any required application materials. Successful applicant(s) are required to successfully pass all DPHHS specific background check(s) relevant to each position.

Materials Required of Applicants:

(To be considered in this pool, please submit the following)

* Cover letter

(Please type responses in a Word document and attach to application. HELPFUL HINT: When attaching a document, you much check the "relevant document" box to ensure your attachments are uploading correctly to the specific application. Please do not attach more than requested. If you have more than 25 attachments in the system you will need to email these to: Failure to attach the required material will conclude in an incomplete application. You must also keep those relevant boxes checked once you submit your application; if you uncheck the box with an active application it will delete the attachment.)

This position is in the Office of Fair Hearings which adjudicates contested case hearings under federal regulations, the Montana Administrative Procedures Act, and the Administrative Rules of Montana, for all programs administered by the Department of Public Health and Human Services (DPHHS), except for child support. This position performs Legal Assistant duties for the Office of Fair Hearings (OFH) and for the Board of Public Assistance (BOPA).

Major Duties or Responsibilities:

Performs Legal Assistant duties for the OFH

* Opens, deciphers, and processes incoming and outgoing mail, including written, fax, email, and certified mailings.

* Monitors the phone line and responds to inquiries.

* Maintains the office calendar and coordinates judges' meeting and appointment schedules.

* Creates new case files by assigning case numbers, making labels, and coding the hearing request into the log sheet and data base.

* Opens case files and monitors timelines to ensure adequate progress. Communicates with judges and other legal staff regarding case management or procedural requirements.

* Creates a wide variety of legal documents including administrative review letters/reports, orders scheduling hearings, and subpoenas.

* Proofreads and edits legal documents.

* De-identifies decisions to ensure confidentiality and HIPPA compliance for up-loading to the website.

* Prepares, certifies, and transmits record of administrative contested cases for several types of appellate reviews.

* Monitors supplies to identify purchasing needs and creates orders to purchase replacement supplies.

* Maintains filing system for storage of case files as required by records retention laws.

* Transcribes audio recordings into written form using current word processing tools.

Performs Legal Assistant duties for the BOPA

* Coordinates and administers activities for the BOPA including drafting letters, orders, agendas, and minutes.

* Reserves conference room for meetings of the BOPA.

* Drafts payment vouchers for members of the BOPA to compensate them for time and travel.

* Attends meetings of the BOPA for the purpose of operating the conference phone, taking minutes, and recording the meeting.

Physical and Environmental Demands: Work is primarily performed in a typical office environment with extensive keyboarding and office protocol requirements. Occasional travel with advance notice will be required.

Knowledge, Skills and Abilities (Behaviors):

Required for the first day of work:

* Basic knowledge of legal terminology and phraseology, legal forms, and documents.

* Basic knowledge of federal and state statutes, rules, regulations, and policies.

* Effective written and verbal communication skills, including businesslike telephone etiquette, and public speaking.

* Ability to amicably interact with diverse individuals and groups, state and federal officials, subject matter experts, and OFH staff.

* Ability to proficiently multi-task operating a personal computer and general office equipment as necessary to complete essential job functions including but not limited to spreadsheets, word processing, database, email, internet and various other computer programs.

Required Minimum Education and Experience:

* Associates degree in legal administrative assistance or in a closely related field of study.

* Paralegal certificate preferred.

* Two years of job-related experience.

* Other combinations of directly related education and experience may be considered on a case-by-case basis.