Office Manager - Public Defender's Office

This is a full-time, FLSA-Exempt position with the Carson City Public Defender's Office. Under direction, supervises and administers office support staff and diverse activities for the City; assists with the budget; and performs varied project and administrative support work.

To learn more about the Nevada Public Employees' Retirement System (PERS), click here.  

Please Note: Human Resources determines whether or not you meet the minimum qualifications for the job based on your experience as you describe it on your application. Do not substitute a resume for your application or write "See Attached Resume" on your application. We do not review resumes, unless specifically stated on the job announcement. Qualifying education and experience must be clearly documented in the "Education and Work Experience" section of the application. Applicants not meeting these requirements will not be considered for employment.This class specification lists the major duties and requirements of the job and is not all-inclusive.  Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.
 

• Plans, organizes, supervises and reviews the work of the legal assistants; and performs diverse office and general administrative support activities.
• Coordinates activities and services with those of other City departments/Elected Offices to meet the needs, goals, and objectives of the Public Defender’s Office; and assists in setting goals and objectives for the office.
• Develops and implements procedures for and directs administrative activities such as coordinated records management and storage, word processing, clerical processing, and related activities. 
• Assists with the review and implementation of the Public Defender’s Office budget. 
• Processes invoices for accounts payable; reviews and approves timesheets; and assists with budget management.
• Research operational, budgetary, and administrative problems for the Public Defender’s Office, and evaluates alternatives, recommends solutions, and implements adopted changes. 
• Performs significant administrative support for the Public Defender. 
• Answers inquiries, provides information and resolves complaints from the public or employees regarding assigned functions and activities, which often requires the use of judgment and the interpretation of policies, rules, and procedures. 
• Compiles statistical data and information, maintains various records, and prepares special and periodic reports. 
• Contributes to the overall quality of the Public Defender’s Office service provision by developing and coordinating work teams and by reviewing, recommending, and implementing improved policies and procedures.
• Demonstrates courteous and cooperative behavior when interacting with the public and City staff; acts in a manner that promotes a harmonious and effective workplace environment.
• Maintains absolute confidentiality of work-related issues, records, and City information.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.
 
Education and Experience:
Equivalent to a high school diploma or GED; AND four (4) years of administrative including some supervisory experience preferably in a legal setting ; OR an equivalent combination of education, training and experience as determined by Human Resources.
 
REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS:

• Valid driver’s license

 
Required Knowledge and Skills
Knowledge of:

• Principles and practices of developing teams, motivating employees, and managing in a team environment.
• Principles and practices of public administration, Nevada and Federal legislation processes, policies, procedures, lobbying and testifying.
• Policies, practices, and procedures of Carson City and its governing Boards, Committees and Commissions.
• Organizational structure of Carson City, City operations and services in relation to other governments, agencies, community organizations and citizen groups.
• Principles and practices of budget development and administration, basic accounting, public finance, grant writing and administration.
• Principles and practices of employee supervision. 
• Applicable laws, codes, and regulations. 
• Use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats and other computer applications related to accomplishing the job tasks. 
• Terms and acronyms commonly used in the assigned function.
• Correct business English, including spelling, grammar, and punctuation. 
• Principles and techniques of making effective oral presentations. 
• Business mathematics, including statistics and financial analysis techniques. 
• Records management principles and practices. 
• Techniques for dealing with a variety of individuals, at all levels of responsibility, in person and over the telephone, often where relations may be confrontational or strained. 
• Communicating effectively in oral and written forms.
• Office management practices and procedures, including records management and the operation of standard office equipment.
• Microsoft Office suite.

 Skill in:

• Interpreting and training others on management policies and procedures.
• Planning, organizing, supervising, and evaluating the work of others.
• Developing and implementing goals, objectives, policies, procedures, and work standards.
• Developing effective work teams and motivating individuals to meet goals and objectives and provide customer services in the most cost effective and efficient manner.
• Designing and presenting written materials and audio and visual materials. 
• Formulating goals, objectives, strategies, and action plans.
• Developing and monitoring an annual budget.
• Interpreting and applying statutes, codes, regulations, and policies.
• Recognizing and understanding issues of a sensitive nature; analyzing situations, identifying appropriate alternatives, and recognizing consequences of proposed action and non-action; negotiating mutually satisfactory solutions to issues and implementing appropriate responses and/or recommendations.
• Providing explanations, information, answering questions and making recommendations for action in a manner that does not intimidate or provoke members of the public.
• Organizing and prioritizing work to meet schedules and timelines.
• Working independently and exercising good judgment and confidentiality.
• Understanding, applying, and explaining office and administrative processes and procedures.
• Preparing clear and concise reports, correspondence, and other written materials.
• Analyzing and resolving varied office administrative problems.
• Using initiative and independent judgment within established procedural guidelines.
• Organizing, prioritizing, and coordinating work activities, coordinating multiple activities, and meeting critical deadlines.
• Developing effective work teams and motivating individuals to meet goals and objectives and provide customer services in the most cost effective and efficient manner. 
• Interpreting, applying, and explaining complex federal, state, and local laws and regulations. 
• Preparing clear and concise reports, policies, procedures, correspondence, and other written materials. 
• Using initiative and independent judgment within general policy guidelines. 
• Dealing successfully with a variety of individuals from various socioeconomic, ethnic, and cultural backgrounds, in person and over the telephone.
• Contributing effectively to the accomplishment of team goals, objectives, and activities.

SUPERVISION RECEIVED AND EXERCISED:
Under Direction – Assignments and objectives are presented to incumbents at this level and established work processes are to be followed.  Incumbents have some flexibility in the selection of work methods, the timing of work processes, and the methods of completing tasks.  Supervision is periodic and is usually initiated by the employee and/or when important problems, significant changes from past procedures, and policy implications are involved.  
 
PHYSICAL DEMANDS & WORKING ENVIRONMENT:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
Mobility to work in a typical office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials; and hearing and speech to communicate in person or over the telephone; exposure to traffic conditions and external environment when traveling from one office to another.

 
CONDITIONS OF EMPLOYMENT:
 

1. This classification is considered “at will” and as such, the employee may be terminated at any time for any reason, or no reason, with or without cause or notice, at any time. 
2. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation. 
3. Employees may be required to stay at or return to work during emergencies to perform duties specific to this classification or to perform other duties as requested in an assigned response position. This may require working a non-traditional work schedule or working outside normal assigned duties during the incident and/or emergency. 
4. Employees may be required to complete Incident Command System training as a condition of continuing employment. 
5. New employees are required to submit to a fingerprint-based background investigation which cost the new employee $56.25 and a drug screen which costs $36.50.  Employment is contingent upon passing the background and the drug screen. 
6. Carson City participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant’s Form I-9 to confirm work authorization.  All candidates who are offered employment with Carson City must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment.  Please be prepared to provide required documentation as soon as possible after the job offer is made.  For additional information regarding acceptable documents for this purpose, please contact Human Resources at 775.887.2103 or go to the U.S. Citizenship and Immigration Services web page at www.ucis.gov.
7. Carson City is an Equal Opportunity Employer.

Salary : $58,617 - $93,787