Office Manager

4 weeks ago

Paw Paw, United States Van Buren County Full time
Job Summary

This position plays a critical role in supporting the Public Defender's Office operations, ensuring the proper workflow of the department, and coordinating resources. The successful candidate will serve as the working supervisor to manage and direct the clerical staff, preparing reports on services rendered and collecting and compiling data and feedback regarding Public Defender services.

The ideal candidate will convey information to all department staff regarding client needs, provide scheduling and tracking services, and follow up on services to be delivered. This role requires strong leadership and communication skills, with the ability to work productively as a member of a team or work group.

Key Responsibilities
  • Provide direct supervision to clerical staff, including 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.
  • Develop Standard Operating Procedures for the department as they relate to both clerical staff and overall department operations.
  • Provide administrative support and assist on matters assigned to the Chief Public Defender and Deputy Chief Public Defender that are confidential in nature.
  • Develops and oversees the maintenance of case management, record retention, and statistical reporting systems, including both physical and electronic records.
  • Act as the lead computer hardware and applications representative of the department, overseeing development and use of systems, acting as liaison with Information Technology, and providing training and assistance to staff members.
  • 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.
  • 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.
  • 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 and supports the Chief Public Defender in both the development of reports and monitoring of data collection, which is then used for reporting purposes to necessary parties, including the County and MIDC.
Requirements
  • 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.
Working Conditions

This job operates in a professional office environment, requiring the ability 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, but some filing is required. The ability to open filing cabinets and bend or stand on a stool as necessary is required. Travel to Van Buren County buildings for job duties may be required.

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