Incumbent serves as Office Manager for the LaGrange County Prosecutor's Office, responsible for preparing Department payroll and claims, Maintaining Bad Check/Restitution Program, works directly with Prosecuting Attorney in preparing annual department budget and attending/participating in County meetings as required.
Duties:
- Prepares and submits Department payroll and claims as well as appropriation and transfer requests to the County Auditor, maintains and updates Department personnel records and provides office orientation to new personnel, including reviewing job responsibilities and compensation.
- Assists in preparing annual Department budget for submission to Auditor and maintains related financial data. Updates Prosecutor Staff job descriptions as needed and prepares annual office equipment inventory report. Assists Prosecutor in rating & administering Job Performance Appraisals.
- Maintains and orders office supplies as needed. Contacts vendors and arranges for equipment maintenance/repairs as necessary.
- Maintains bad check cases/restitution program and collaborates with local businesses in the collection of bad checks. This includes contacting perpetrators, conducting investigations, preparing and serving subpoenas for bank records and preparing appropriate warrants, collecting money for restitution, making bank deposits and preparing restitution checks and maintaining financial records and reports.
- Reviews staff vacation and conference/seminar requests and maintains office calendar.
- Serves as back up for administrative team as needed including but not limited to answers telephone and greets office visitors, responding to inquiries, providing information and assistance, taking messages, scheduling appointments, and/or directing callers to appropriate individual or department.
- Performs related duties as assigned.
Job Requirements:
- High school diploma or GED.
- Possession of or ability to obtain Notary Public license.
- Ability to meet all Department hiring requirements, including passage of a drug test.
- Knowledge of standard policies and practices of the LaGrange County Prosecutor's Office and related Court operations, with ability to apply appropriate procedures accordingly.
- Knowledge of legal terminology and standard legal procedures/practices, and ability to make practical application of federal, state and local laws governing criminal proceedings and assist attorneys with preparation of legal documents as directed.
- Knowledge of standard filing systems and ability to create and maintain Department files.
- Working knowledge of standard office procedures and computer software programs used by the Prosecutor's Office, with ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
- Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence, court/legal documents and written reports as required.
- Knowledge of basic bookkeeping practices and principles and ability to perform arithmetic calculations, prepare payroll and assist with budget preparation, and maintain complete financial records. Experience with QuickBooks accounting program a plus. Ability to maintain current, accurate personnel records and maintain confidentiality of related information.
- Ability to properly operate standard office equipment, such as computer, typewriter, calculator, transcriber, copier, scanner, telephone and fax machine.
- Ability to effectively communicate orally and in writing with co-workers, other County departments, Courts, attorneys, defendants, law enforcement agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
- Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
- Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
- Ability to understand, memorize, retain and carry out oral and written instructions and present findings in oral or written form.
- Ability to competently serve the public with diplomacy and respect, including occasional encounters with hostile/argumentative persons.
- Ability to compile, classify and analyze data, make determinations, and take action based on data analysis.
- Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence and detailed written reports as required.
- Knowledge of standard filing systems and ability to create and maintain Department files.
- Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions and interruptions, and under pressure from formal schedules, deadlines, and high-volume operations.
- Ability to apply knowledge of people/locations and plan/layout assigned work projects.
- Ability to occasionally work extended hours and occasionally travel out of town for meetings/conferences, sometimes overnight.
Responsibility:
Incumbent performs duties according to a flexible, customary routine and standard Department policies and practices, with priorities primarily determined by service needs of the public. Assignments are guided by definite objectives using a variety of methods or procedures, with incumbent referring to supervisor for unusual matters, such as policy interpretations. Decisions are always determined by specific instructions or existing, well-established policies and procedures. Work errors are primarily detected or prevented through standard bookkeeping checks and prior instructions from supervisor. Undetected errors could result in work delays in other departments and/or inconvenience to other agencies or the public.
Personal Work Relationships:
- Incumbent maintains frequent contact with co-workers, other County departments, Courts, attorneys, defendants, law enforcement agencies, and the public for purposes of exchanging information, rendering service, resolving problems, and mentoring.
- Incumbent reports directly to Prosecutor.
Physical Effort and Work Environment
Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, keyboarding, bending, reaching, crouching/kneeling, close vision, speaking clearly, and hearing sounds/communication. Incumbent maintains considerable contact with the public and may be exposed to hostile/argumentative persons. Incumbent occasionally works extended hours and may travel out of town for meetings/conferences, sometimes overnight.
Pay: Up to $27.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
