Office Coordinator

miOttawa.org - Michigan

Full-time
Job Description
Under general supervision of the Public Defender, performs extensive duties in support of Public Defender department operations, manages and directs support operations and staff, and ensures proper workflow of the department. Coordinates resources and workflow of the department. Prepares reports regarding services rendered and collects and compiles feedback on Public Defender services. Conveys information to other departmental staff regarding client needs and provides scheduling and tracking of services, follow up on services to be delivered, and perform other duties in support of client needs.

This is a full-time, benefited position working from the Grand Haven and Holland Public Defender Offices. The position will require frequent travel to other county location. Please note: The position will be posted until filled. The start date of the position is contingent on the selection of the Public Defender and the First Assistant Public Defender, along with the implementation of funding.

Essential Job Functions
The essential functions of this position include, but are not limited to, the following:

Provides direct supervision for all clerical staff, in two office locations. This includes selection, hiring and termination recommendations; scheduling and provision of work assignments and schedules; training new or re-assigned support staff; performance management; development and administration of policy and procedure; administration of discipline, in consultation with the Public Defender and Human Resources Department; and recording attendance and approving the use of leave.
Organizes support staff functions and oversees or directly participates in scheduling, legal document preparation, file preparation, and computer record keeping.
Develops and oversees the maintenance of case management, records retention, and statistical reporting systems.Includes both physical and electronic record keeping.
Provides support through various mediums and directly to the clients by answering a wide variety of inquiries about the Public Defender department requiring considerable knowledge of and familiarity with criminal justice system operations as necessary.
Collaborates with the courts on scheduling the public defenders for court cases.
Assists clients with and process client applications for services, following up through the review, approval, and notification process as appropriate.
Serves as lead computer hardware and application representative for department. Oversees the development and use of case and document management computer systems. Acts as office liaison with technical consultants and the Innovation and Technology Department. Oversees the purchase, installation and integration of hardware and software into the office network. Coordinates the creation of necessary reports. Provides ongoing technical advice and training to staff members.
Works directly with Ottawa County Innovation and Technology to design workflows for department and inter-department use. Develops forms, makes ongoing changes to system configuration, and provides technical advice for the database system.
In consultation with the Public Defender, drafts the annual report and monitors department reporting and statistical data collection throughout the year. Handles matters assigned by the Public Defender which may be sensitive or confidential in nature.
In consultation with the Public Defender, develops the annual budget for all department functions. Monitors and maintains budget throughout the year and consults with Fiscal Services Department when budget adjustments or changes are needed. Reviews invoices and bills and submits for payment. Monitors the status of accounts. Oversees contract renewal and reporting functions for various grants within the office.
Performs other functions as assigned.
Required Education, Training and Experience
Bachelor's degree in criminal justice, public administration, law, or other related field and five years of experience working with complex legal processes and two years of supervisory or management experience; or an equivalent combination of education and experience. Must be licensed in good standing to drive a motor vehicle and possess a valid Michigan driver's license.

Additional Requirements and Information
The qualified candidate will have the following knowledge and skills:

Thorough working knowledge of the criminal justice system, including statutes governing the functions and requirements of the Public Defender's office, court procedures and the responsibilities of the Public Defender's office, and Michigan Court Rules and State Court Administrative Office rules and regulations.
Thorough working knowledge of records management and continuous improvement principles and practices.
Good working knowledge of budget development and control principles and practices.
Thorough working knowledge of document management applications and workflow design, word processing, spreadsheet and database management applications software.
Excellent leadership and team building skills with thorough working knowledge of management and supervisory principles and practices.
Excellent organizational skills and the ability to prioritize the workload.
Excellent communication skills and active listening skills. Ability to interact positively and professionally with elected officials, local unit officials, department directors, managers, officers of the court, business representatives, attorneys, and members of the general public from a wide range of cultural and socio-economic backgrounds and with widely divergent communication skills.

Physical Requirements and Working Conditions:
Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility. Work is generally performed in a normal office environment with travel throughout the County.

Ottawa County is an Equal Opportunity Employer