Office Manager (3351)

Objectives Summary

The objective summary of this job classification is to provide supervision of the administrative support staff and functions.

The Office Manager will oversee non-attorney core staff who perform various clerical and administrative support tasks to facilitate the office's efficient operation. A successful Office Manager not only ensures the smooth running of operations but also establishes a professional and positive work environment. The Office Manager plays a crucial role in shaping our agency's culture by promoting effective communication and information sharing among attorneys, paralegals, management, and core staff. Ensuring our attorneys are provided top-notch administrative support is one of the most essential job responsibilities. The Office Manager is also a key player in our strategic planning efforts, working closely with management to identify and accomplish short and long-term organizational goals, contributing significantly to our overall success.

Essential Functions

• Devotes a substantial portion of time assigning and directly supervising work of at least two (2) permanent/ full time employees. Acts upon leave requests, conducts annual performance evaluations and recommends disciplinary actions.
• Provide program guidance and direction to offices and separate reporting activities on all matters pertaining to LOPD administrative services, attorney's or legal department.
• Ensures that employees are appropriated recruited, selected, and appraised; addresses performance issues.
• Conducts training of personnel; may interview and recommend selection of applicants.
• Provides career coaching through mentoring and arranges for outside training opportunities when possible.
• Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
• Employees in this role perform program management functions and with expertise in a field or occupation and may function as a consultant, requiring high levels of complexity, problem solving, and/or accountability.
• Place supply orders and process reimbursements requests.
• Prepares correspondence and legal papers such as summons, complaints, motions, responses and subpoenas under the general direction and guidance of an attorney.
• Transcribe and proofread legal documents.
• Performs clerical duties such as providing information to callers, taking dictation, composing and typing routine correspondence, and reading and routing incoming mail.
• Process court notices and client discovery.
• Schedule meetings and appointments and coordinate conference calls.
• Conducts legal research for review by an attorney.
• May provide fiscal, management, information systems, human resources and other administrative tasks for a legal organization or an attorney.
• Files correspondence and legal documents in office filing system.
• Ensures proper indexing and filing of original legal documents
• Prepare court dockets for distribution.
• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Clerical duties such as photocopying, faxing, filing and collating, ordering, receiving, stocking and distribution of office supplies.
• Drop off or accept indigent defense applications (in a jail or correctional facility setting).
• Collect and distribute discovery from District Attorney(s) office and police department(s).
• Provide referrals to community resources or other services.
• Performs related and other duties as assigned.

Minimum Qualifications

Associates degree in Business Administration, Public Administration and one (1) year of directly related job experience in the areas of office organization/management, and administrative support in an office setting. and providing administrative support Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling three (3) years may substitute for the required education and experience.

Employment Requirements