Office Manager

 

• Customer Focus
• Teamwork
• Employee Engagement
• Process Focus
• Financial Resources
• Goal/Results Oriented
• Communication
• Leadership & Influence
• Decision Making & Judgement
• Analysis & Problem Solving

 
 PRINCIPLE DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

1. Provide direct supervision to clerical staff. This includes staffing recommendations, scheduling work assignments, providing training to new and existing staff, performance management, and administration of discipline in coordination with the Chief Public Defender and Deputy Chief Public Defender.
2. Develop Standard Operating Procedures for the department as they relate to both clerical staff and overall department operations.
3. Provide administrative support and assist on matters assigned to the Chief Public Defender and Deputy Chief Public Defender that are confidential in nature.
4. Develops and oversees the maintenance of case management, record retention, and statistical reporting systems including both physical and electronic records.
5. Act as the lead computer hardware and applications representative of the department. This includes overseeing development and use of systems, acting as liaison with Information Technology, and providing training and assistance to staff members.
6. Collaborate with the Courts on scheduling Assistant Public Defenders court cases and provides oversight of clerical staff relating to any scheduling issues within the Roster Attorney System.
7. Assist and provide support to clients through various mediums by answering varied inquiries about the department or process. Assists and processes client applications for services and communicates this information to applicable parties.
8. Provides the Chief Public Defender support in the development and monitoring of the annual budget for the department. Monitors this budget and status of accounts throughout the year and works with necessary parties on any budget adjustments needed. Coordinates the accounts payable invoices.
9. Supports the Chief Public Defender in both the development of reports and monitoring of data collection. This is then used for reporting purposes to necessary parties including the County and MIDC.
10. Assist in other areas as assigned.

QUALIFICATIONS / EXPERIENCE:
Required Education and Experience

• Bachelor’s Degree in Criminal Justice, Legal Studies, Public Administration or related field.
• Two (2) years of experience working with complex legal issues including legal and court terminology and procedures is preferred.
• One (1) year of supervisory experience is preferred.

OTHER REQUIREMENTS:
Employment is dependent on background check, criminal history, and drug screen. Applicant must complete County application form.

SUPERVISORY RESPONSIBILITIES:
Direct Reports:                                                      None.

Delegation of Work:                                               N/A

Supervision Given:                                                 None.

Reports to:                                                            This position reports to the Deputy Chief Public Defender.

WORK LOCATION AND PHYSICAL DEMANDS:
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to express oneself and exchange information both verbally and in writing. The employee is frequently required to move about the office environment; operate a computer and other office machinery; and move or transport files or other items to meetings and other office spaces. This is largely a sedentary role; however, some filing is required. The ability to open filing cabinets and bend or stand on a stool as necessary is required.
Travel
Travel to Van Buren County buildings for job duties may be required.

OTHER DUTIES:
Ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service delivery, and the ability to work productively as a member of a team or work group are basic requirements of all positions at Van Buren County.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.