Administrative Assistant (Reception) - Attorney's Office

Gallatin County; Bozeman (MT); On-site; USD 25,000 - 36,000; Full time

Job summary

Gallatin County is seeking a Receptionist/Administrative Support role in the County Attorney’s Office. This position serves as the first contact for the public, handling in-person and phone inquiries, data entry, mail handling, and file management.

You will support Victim Services and attorneys with various clerical tasks. Requirements include a high school diploma and 1–2 years of related experience, along with proficiency in Microsoft Office and Outlook.

Qualifications

• High school diploma or equivalent.
• 1–2 years of relevant work experience or an equivalent combination of education and experience.
• Proficiency in word processing, Outlook, and other Microsoft Office software.

Responsibilities

• Greet and assist visitors and escort them to the appropriate person or office.
• Answer, screen, and forward incoming phone calls, taking messages as necessary.
• Ensure the reception area is tidy and stocked with all necessary supplies.
• Receive, sort, and distribute mail, documents, and deliveries in a timely manner to the appropriate personnel.
• Maintain office security by following safety procedures and controlling access via the reception desk monitor.
• Perform clerical and administrative duties in support of the County Attorney’s Office with a focus on the Victim Services Program.
• Open, maintain, and accurately enter case data for referrals to Victim Services.
• Request documents and records from external sources such as law enforcement and courts.
• Conduct data entry across multiple databases with meticulous attention to detail.
• Refer complex issues to appropriate personnel for resolution.
• Walk-in interactions with the public and staff.
• Create and edit correspondence, prepare letters and memos, and distribute as requested.
• Adhere to confidentiality guidelines regarding sensitive information.
• Assist with data for annual grant applications and reporting.
• Perform duties as assigned by the Legal Support Supervisor.

Skills

Data entry

Customer service

Communication

Attention to detail

Organization

Confidentiality

Public interactions

Education

High school diploma

1–2 years of related work experience

Tools

Microsoft Office

Outlook

Job description

This position is located in the Gallatin County Attorney’s Office and is responsible for a combination of reception and administrative duties. This role will be the first point of contact for the public either visiting our office or over the telephone. Duties will vary but entail data entry, email correspondence, and physical and electronic file management. Additionally, this position will provide crucial support for our victim advocates and attorneys.

Essential Job Duties and Responsibilities

• Greet and assist visitors and escort them to the appropriate person or office.
• Answer, screen, and forward incoming phone calls, taking messages as necessary.
• Ensure the reception area is tidy and stocked with all necessary supplies.
• Receive, sort, and distribute mail, documents, and deliveries in a timely manner to the appropriate personnel.
• Maintain office security by following safety procedures and controlling access via the reception desk monitor.
• Perform a diverse range of clerical and administrative duties in support of the County Attorney’s Office with a focus on the Victim Services Program.
• Open, maintain, and accurately enter case data for referrals to Victim Services.
• Request various documents and records from external sources, including law enforcement, courts served by Victim Services, and local city and county personnel.
• Conduct data entry across multiple databases with meticulous attention to detail.
• Refer complex or contentious issues to the appropriate personnel for resolution.
• Conduct walk-in business, including interactions with the public, law enforcement, and local city/county attorney staff.
• Create and edit a variety of correspondence, determine the intent of correspondence, compile information, draft letters and memos, and distribute as requested.
• Adhere to established confidentiality guidelines regarding sensitive information.
• Assist with compiling data for annual grant applications and reporting.
• Perform and complete various duties and assignments as given by the Legal Support Supervisor.

Other Duties as Assigned

• Perform additional duties as assigned by the County Attorney or Deputy County Attorneys, including coordinating projects or events, attending meetings, and completing required training or continuing education. In the event the County Commission proclaims a local emergency due to an actual or threatened disaster, County employees may be required to provide services during the emergency and during subsequent assessment and recovery efforts.

This role requires knowledge of state and local laws, county government operations, legal terminology, and database management. Proficiency in word processing, Outlook, and other Microsoft Office software is essential. The position also demands familiarity with law office procedures, administrative support functions, and relevant information sources. Strong communication skills, attention to detail, professionalism in public interactions, and the ability to safeguard confidential information are key.

• High school diploma or equivalent.
• One to two years of relevant work experience, or an equivalent combination of education and experience.

Applicants for this position must possess a valid driver’s license issued by the State of Montana, provide their own transportation to conduct out-of-office job duties (mileage reimbursement provided under County policy), and be insurable under the County’s liability policies.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

For application consideration, the following documents are required to be submitted when you apply online:

• Cover Letter
• Resume
• Three (3) work references

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, color, religion, creed, political ideas, sex, sexual orientation, gender identity, age, marital status, national origin, or physical or mental disability.