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Home Careers Job Descriptions Administrative Office Manager
Home Careers Job Descriptions Administrative Office Manager
Administrative Office Manager

Administrative Office Manager Job Description

Job Title: Administrative Office Manager
Job Code: R41806
Job Series: Administrative Specialist
FLSA Status: Exempt
OCC Group: Professional Services (PS)

Signature of the State Court Administrator approval available on file in the Human Resources Division.

General Statement Of Duties:
Provides management of the administrative office functions to a judicial district or probation department or division.
Distinguishing Factors:
Supervises a minimum of 3.0 FTE administrative subordinates and/or specialty position or provides supervision of a 1.0 FTE or more supervisors within the department or division. Specialty positions are considered positions with a degree of specialization and complexity.  Examples of such positions may include Self-Represented Litigant Coordinators, Collections, Problem Solving Court Coordinators, Family Court Facilitators, Jury Commissioners, etc.
Essential Functions Of the Position:
Assists the administrative authority in the management of general accounting and fiscal functions for the department or division including, but not limited to: processing invoices and vouchers, preparing monthly expenditure reports, budget monitoring and compiling year-end summaries.  Has first level approval of budget expenditures.
Manages the Human Resources functions for the department or division including but not limited to: employee file management, payroll processing including balancing leave accruals, contract administration, benefit liaison, recruitment functions, performance appraisal distribution and collection.
Conducts new employee orientations to ensure employees gain an understanding of benefit plans and enrollment provisions.  Counsels employees (and potential employees/applicants) on plan provisions so that individuals can make informed benefit decisions.
Assists employees regarding benefits, payroll, FMLA, disability and Worker’s Compensation issues, etc.
May develop and/or communicate administrative policies, directives, rules and regulations.
Functions as a liaison for the department or division to resolve concerns and complaints from the public and employees.
May provide direct oversight of programs such as Collections, Problem Solving Courts, Jury Commissioner, Self-Represented Litigant program, etc.
Conducts management projects to strengthen and improve various administrative services for the department or division.
Recommends changes or findings to the Administrative Authority.
Compiles statistical data and helps provide analysis for planning purposes.  May be asked to present findings, provide input and participate in projects to forecast and monitor budgets. 
Prepares requests for proposals, assist in vendor selection, and coordinates acquisition.
Manages purchasing/procurement for the department or division.
Conducts or participates in special projects and committees.
Provides local training or participates in training administration.
Attends meetings and trainings as required.
Performs other duties as assigned.
Supervisor Responsibilities:
Please see distinguishing factors as outlined above.  Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; and, addressing complaints and resolving issues.
Minimum Education:
Bachelor’s degree (B.S. or B.A.) in business, public or court administration from a four-year accredited college or university and three years of directly related experience
Five or more years of directly related experience is required.  Supervisory experience is preferred.  Project management experience is preferred. 
Physical Demands:
While performing the duties of this job, the employee is regularly required to walk.  The employee frequently is required to stand; sit; reach with hands and arms; and perform repetitive motions with wrists, hands, and fingers; stoop, kneel, crouch, or crawl; and talk or hear.  The employee is occasionally required to climb or balance.  The employee must frequently lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
Work Environment:
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and high precarious places.  Occasionally handles emergency or crisis situations; frequently subject to interruptions, and multiple calls and inquiries.  The noise level in the work environment is usually moderate.
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