Office Manager JPP

Starting Compensation:

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If you're passionate about making a difference, apply today to join us in serving the community!

Job Description:

JOB SUMMARY

This is a full-time management position within the Office of Juvenile Probation. This position provides administrative, clerical, and managerial assistance to the Director and the Deputy, involving organizational planning and development of day-to-day essential functions. Serves as the lead office administrator to six (6) support staff members, assists with preparing the department's annual budget, maintains personnel records, prepares payroll, serves as the FMLA coordinator, and supervises office equipment installation and maintenance. While most of these individuals' duties will fulfill assigned tasks and special projects, their work must be completed with limited supervision, considerable initiative, and independence. Non-routine, highly responsible, confidential tasks, specified administrative duties, and record-keeping tasks will be performed in areas involving office policies and procedures.

REPORTING RELATIONSHIPS

This individual reports directly to the Director and supervises six clerical positions.

ESSENTIAL JOB FUNCTIONS

Train, supervise, manage, and evaluate administrative staff work; assist in recruiting and hiring staff; assign, delegate, and monitor work for completeness/correctness; and oversee the duties of all clerical positions. Â

Manage office business in coordination with other departments, including but not limited to the Court, Facilities Management, Clerk of Courts, Human Resources, Court Administration, Adult Probation, Youth Intervention Center, District Attorney, and Public Defender's office, as well as other public agencies to obtain and disseminate information and resolve issues.

Prepare payroll and maintain fiscal records.

Manage operational expenses. Complete vouchers, submit requisitions and purchase orders and coordinate with vendors. Â

Participate in annual budget preparation and enter end data into an automated budget system.

Serves as the FMLA Coordinator by receiving, processing, coordinating, and maintaining all records associated with FMLA;

Maintain legal and operational files. Oversee the management of administrative workflow and processing; Â

Administer and process administrative staff requests for time off, coordinate annual employee benefit open enrollment, and process payroll for the office.

Provides solutions to minor mechanical failures of office equipment.

Post job vacancies, complete, process, and submit all necessary new-hire paperwork, schedule interviews, and complete pre-screen if needed, coordinate applicable background checks, and coordinate onboarding with HR.

Maintain and track staff clearances and coordinate when new clearances are needed.Â

OTHER SPECIFIC TASKS OR DUTIES

• Complete performance appraisals and corrective action reports for support staff

• Coordinate training for newly hired staff and ensure cross-training to maintain continuity of services during absences

• Performs other general clerical and secretarial duties for the Director and Deputy Director;

• Schedules meetings and job applicant interviews;

• Maintains general files; safeguards confidential or sensitive information;

• Coordinates destruction of court records per Administrative Office of PA Courts Record and Retention Schedule and Guidelines and maintains records of such;

• Oversees and manages the payment of operational expenses.

• Performs such other tasks as are assigned by the Director.

MINIMUM QUALIFICATIONSÂ

 -Must have education equivalent to high school graduate;

 -Two years of college with course work in legal or judicial administration or business school preferred;

• At least three years of experience related to the position with strong aptitude and ability in administrative, interpersonal, and organizational skills.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to work independently and exercise sound judgment in compliance with the policies and procedures of Court Administration.

• Knowledge of practices and procedures of The Office of Juvenile Probation;

• Knowledge of court-related departments, a general understanding of their functioning, and a complete understanding of the court employee policy and procedural manual.

• Skill in organizing office workload, establishing priorities, and overseeing completing clerical processing requirements.

• Knowledge of the operation of copiers, fax machines, computers, computer applications, and printers.

• Ability to identify and locate sources of information;

• Ability to communicate effectively with members of the Judiciary, co-workers, representatives of other agencies, and the public.

• Ability to recognize safety hazards and provide solutions to concerns.

• Ability to prepare and maintain accurate and complete records for use by others;

• Knowledge of CPCMS and JCMS (case management systems)

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

This position requires a pre-employment background check as required by policy to perform the duties.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Ability to sit, sometimes for long periods.

• Ability to communicate with court and non-court personnel;

• Ability to frequently go from one location to another, ie. Courtroom, Chambers, and non-court offices and ability to access those locations with reasonable accommodations.

• Ability to regularly lift and move accounting files or office supplies weighing up to 10 pounds. Occasionally, some lifting may involve boxes with fiscal/personnel and office supplies.

• Ability to operate a laptop, PC, and other general office equipment.

The noise level in the work environment is usually moderate. (Office with typewriters/printers and light traffic)

The County of Lancaster offers comprehensive benefits to our employees. Â Read more about our benefits here .

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired. Â