Office Manager-Conflict Division OPD

Administrative Assistant-Office Manager

The Administrative Assistant-Office Manager is instrumental in ensuring the effective operations of Public Defender offices by performing a variety of high level administrative, supervision and office management activities. This position's responsibilities are to provide leadership and guidance in the areas of data input and maintaining files, providing correspondence, assisting clients and office staff with information requests, and that all court requirements are met throughout the designated location.

This position provides exceptional customer services to all clients, courts and internal customers in support of Public Defender Offices. The Administrative Assistant
- Office Manager works closely with the Division Administrator, Regional Deputy Public Defender, Managing Attorneys and directly supervises support staff.

Essential Functions (Major Duties or Responsibilities):

A. Administrative Assistance/Office Management (75%)

• Manages and provides information regarding requests from clients, courts and office staff.
• Creates, reviews and maintains court calendars and provides complete and factual court calendars to appropriate parties and makes sure attorneys are notified.
• Formats, drafts, prepares a wide variety of time sensitive and official legal documents such as eligibility related letters, legal pleadings, affidavits, warrants, motions and orders, summonses, subpoenas, correspondence, briefs, complaints, appeals, and pretrial agreements, stipulations, finding of facts, judgments, dismissals, and related documents in criminal cases and other public defender cases in accordance with instructions established in policies and procedures.
• Reads and analyzes incoming correspondence, faxes, e-mail, memos, submissions, and reports to determine their significance and plan their distribution.
• Reviews and distributes mail includes mailing, fax, or arranging delivery of legal correspondence to clients, witnesses, and court officials.
• Prepares open cases and submits referrals to the Conflict Defender Office.
• Establish and maintain case files and ensures that such files are complete, up to date and in proper format and order, for criminal, dependent neglect, involuntary commitment, guardianship, and juvenile cases; retrieves legal documents, records, and reports.
• Inputs data into Case Management System concerning all clients, case information, runs reports from the OPD Case Management System;
  Scans or copies correspondence, documents, evidence, and other printed material and enters into Case Management System.
• Arranges meetings, conferences and schedules appointments for clients, staff and management, Coordinates office functions with other state and local government offices.
• Reviews inventory and prepares invoices, reports, memos, letters, financial statements and other routine documents and inquiries.
• Maintains filing system and records for criminal, dependent neglect, involuntary commitment, guardship, and juvenile cases, opens files, closes files and ensures proper filing documents.
• Assists attorneys in collecting information such as employment, medical, and other records.
• Provides various administrative services to management, staff and clients such as order placement, office billing or case information.
• Proofread documents, records, or other files to ensure accuracy.
• Receives, resolves and/or refers complaints to appropriate individuals and is the point of contact for questions regarding document dissemination and discovery.
• Schedules and attends legal meetings, such as client interviews, or depositions, and take notes during meetings or conferences.
• Manages attorney calendars to ensure that deadlines are not missed by keeping a record of the deadlines imposed on…