Office Manager​/Administrative Support

Position Overview

This position is located in the Judge Guenther Memorial Center and provides executive assistance to the Director of Court Services as well as technical and administrative support to the programs within Court Services. This position requires the ability to multi‑task within a team environment as well as the ability to maintain strict confidentiality in handling sensitive data, records and information. Typical duties include employing nationally recognized accounting principles, maintaining accurate records of expenditures, reimbursements, revenues and assisting the Director with budget preparation, reviewing invoices for accuracy and submitting through (MUNIS) or similar software;

creating payments and reconciling expenditures and revenues; collections, billing, payment plans, fee waivers, and monitoring accuracies in regards to fees; entering data into information management systems, conducting Community Service enrollments, greeting visitors, directing clients, collecting fees from defendants, answering telephones; conducting periodic inventories of resources; assisting the Director to review and develop procedures related to the position. This position reports to the Director of Court Services and does not supervise staff.

• Reviews, understands, and responds to defendant’s basic questions concerning court referrals, release conditions, orders and other criminal justice documents.
• Greet visitors and respond to questions or locate the appropriate staff or officer to assist the visitor with the purpose of their visit.
• Answers the telephone and aids callers by responding to general and specific inquiries, interpreting information needs, directing traffic and/or fielding daily calls from the public, defendant check‑ins, community service workers and outside agencies locating applicable resources or connecting them with the appropriate staff member or officer.
• Exercises general accounting principles such as documenting and accounting revenues and expenditures and reconciling accounts. Reviews invoices for accuracy and submits all invoices through the MUNIS system. Maintains accurate credit card records and submits through the MUNIS system and to the Auditor’s office. Creates and submits invoices for services rendered to other departments. Provides documentation and creation of deposits. Develops, records, and reports bi‑weekly payroll records.
• Coordinates and performs overall accounts receivable and payable processing for the Court Services. Ensures appropriate reimbursement to Court Services.
• Responsible for coordinating and ensuring accuracy and timeliness of the claims process for Court Services.
• Compares invoices from vendors with documentation on file for appropriate vendor name and address, dollar amount, invoice numbers, dates, appropriate coding, etc. Verifies the invoice is correct by reviewing all details. Checks for errors and researches discrepancies by contacting the vendor to gather additional information, checking procedures and adjusting to ensure accuracy.
• Processes paperwork for Court Services assets and monitors and applies the asset tags. Disposes of assets as needed, using proper procedures.
• Orders, tracks and keeps an inventory of all supplies and conducts periodic inventories of resources.
• Provides routine office duties including copying, faxing, emailing, certified mailings, etc. of various documents and develops computer‑generated signs and forms.
• Maintains and keeps the current mailing lists up to date.
• Enter information and data into the Court Services Department database.
• Assists with grant development and reporting.
• Documents drug and alcohol testing into the Court Services database.
• Oversees the fee waiver and reduction program; coordinates and tracks payment plans with eligible clients.
• Assists with community corrections, including enrollments in the Community Service program and the development of payment plans. Performs other clerical duties for Court Services staff as needed.
• Provides a basic understanding of policies and procedures to the Court Services employees, i.e., helping with time sheets, vacation, comp‑time,…