Office Manager III

Eau Claire County, WI - Eau Claire, WI (30+ days ago)


This position supervises and provides general office management and direction to the staff and day-to-day operations of the District Attorney's office, to assist in developing and administering the departmental budget, and to provide liaison between the department and other agencies and departments. Provides manager direction through ongoing eFiling and paperless transition.

ESSENTIAL FUNCTIONS (Illustrative only):
  • Coordinates and directs efficient and accurate processing of legal matters
    • Reviews and analyzes office policies, procedures, services, and work flow analyses and makes recommendations on improving efficiency and effectiveness within a paperless office
    • Analyzes requirements of and develops policies and procedures to implement court-directed programs
    • Coordinates process of securing extraditions from other states and securing presence of prisoners in preparing Governor's warrant
    • Prepares fugitive complaint warrants for defendants wanted by other jurisdictions; coordinates with other jurisdictions on required paperwork
    • Notifies Sheriff's office to cancel warrants when suspects turn themselves in to the District Attorney or are apprehended and determines if such suspects should be held in the jail pending court appearance
    • Develops and maintains on-site records retention system and creates and maintains case files
    • Supervises maintenance of current court calendar for the District Attorney and Assistant District Attorneys and notifies them of date, time, and court for trials
    • Tracks status of cases, subpoenas for court appearances, warrants, complaints, juvenile petitions, and necessary legal forms for timely filing
    • Reviews and updates case files after all actions to ensure sufficiency of record and updating of schedules and other working documents including review of court notes, ensuring that any future court dates are entered on calendars, that affected parties such as witnesses or the Victim/Witness Coordinator are appropriately notified
    • Stays abreast of next court proceedings ensures that proper parties are notified
  • Supervises staff and directs the daily operations of the office to ensure that the public receives efficient and courteous service
    • Assigns duties to staff, adjusts workflow as necessary to ensure that necessary work is completed in a timely fashion
    • Schedules staff to ensure adequate office coverage
    • Identifies and analyzes problems and recommends or implements solutions
    • Makes recommendations on hiring, retention, discipline, performance evaluations, and other personnel matters
    • Coordinates staff training and cross-training
    • Develops content for position descriptions and resolving recruitment issues
    • Establishes work rules and performance standards, conducts or oversees performance evaluations, and initiates and implements disciplinary actions as warranted
    • Resolves grievances and other sensitive human resources matters
    • Provides for the training and motivation of subordinates in order to make full use of individual capabilities and to meet changing system demands
    • Employee is exposed to potentially hostile interactions with the public and disgruntled customers
    • Manages intern's day to day actions. Finalizes review of internships at end of internships.
  • Serves as liaison with other departments and courts
    • Meets with staff of other departments to work out systems to integrate information, reports, and adapt to changing needs
    • Serves as liaison for departmental network connection with the State Criminal Justice Case Management System, interfacing with the State Clerk of Courts CCAP System, and the State Criminal Information Bureau System
    • Works with data processing staff to create computer system changes as needed to improve maintenance of efficient and accurate records
    • Acts as the office TAC Coordinator (TIME AGENCY)
    • Provides information and answers regarding office or county government procedures and policies
  • Budget development and fiscal administration
    • Prepares annual department budget and department annual report drafts for review
    • Assists with State Budged preparation bi-annually
    • Monitors budgeted expenses on an ongoing basis
    • Establishes and maintains systems to record bond forfeiture income
    • Oversees and accounts for other monies received by department
    • Processes purchase orders and reviews and signs bills for payment
    • Reconciles bank statements
  • Ensures the maintenance of department office supply and equipment inventory
  • Performs other related duties as required or directed

REQUIRED QUALIFICATIONS:
  • Bachelor's Degree in a relevant field with coursework in administrative and supervisory practices and principles
  • Three (3) years experience in a legal office with exposure to the criminal justice system
  • Two (2) years experience supervisory experience in an office setting
  • Experience or training in each of the following areas: basic accounting principles and practices; personal computer use with word processing software; legal process and terminology

LICENSES, CERTIFICATES, AND OTHER REQUIREMENTS:
  • Appointment will be conditional upon successful completion of a criminal background check
  • Must become certified to use the Transaction Information for Management of Enforcement (TIME) System within one year of hire and maintain certification thereafter