Job Posting Announcement
Posting Date: 05/29/2024
Closing Date: Until Filled
Job Title: Office Manager
Department: 216th District Attorney’s Office
Supervisor: 216th District Attorney
Employment Status: Full-time, Non-Exempt, no overtime is permitted, no comp time is permitted except with prior approval from the 216th District Attorney.
Starting Salary: Grade: 21 Step: 1 – $52,228.80 Annual
Hours Worked: 40 hours per week
POSITION PURPOSE and OBJECTIVE:
Under limited supervision of the District Attorney, the purpose of this position is to assist in the management of the day-to-day activities and provide professional administrative and supervisory support. Assist the District Attorney in planning, directing, guiding, and supervising the work of the office.
OFFICE MANAGER DESCRIPTION OF DUTIES:
- Assists in the development and administration of the District Attorney Office budget and attend budget workshops when requested.
- Manages departmental budget and expenditures.
- Manages and maintains accurate and timely records for financial accounts to include monies in and out for each account.
- Submits purchase orders for account billing to the Auditor’s Office
- Manages personnel with direct supervision of legal assistants to include personnel records, membership dues, training, timesheets, etc.
- Assists with various audits. (CJIS, DPS, TCOLE, Forfeiture, etc.)
- Receive notifications from law enforcement regarding asset forfeitures; draft paperwork for attorneys; maintain records and accounting; and coordinate deposits and expenditures with the Auditor’s office.
- Implements new or expanded department policies and procedures ensuring compliance with county policies as well as state and federal laws.
- Performs a variety of daily clerical tasks including answering and routing telephone calls or emails, making copies, typing documents, mailing office correspondence, scheduling appointments, and maintain the filing system.
- Coordinate records destruction according to records retention schedules. Prepare and maintain centralized filing systems.
- Prepares reports, correspondence and legal documents drawing from a variety of sources within and outside of the department.
- Works with other agencies to give and receive information needed to perform the essential duties of this position to achieve department goals.
- Reports Prosecutor action (CR-43) information to Austin DPS.
- Utilizes computer, printer, calculator, scanner, copier, postage meter, and other standard office equipment to record, store, and retrieve information.
- Receives monies for restitution.
- Arranges travel for witnesses and victims on upcoming trials.
- Submits reimbursement requests to Comptroller for Witnesses and Prosecutor travel.
- Office Supply orders.
- Receive, respond, and document open records requests.
- May be required to attend court, as needed.
- Assist legal assistants with duties as needed.
- Perform additional functions as may be assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
1. Must pass criminal background investigation
2. Excellent memory and ability to recall facts of cases and status of cases.
3. Knowledge and ability to use basic office equipment, DVD burners, and multi-line telephones.
4. Knowledge of and ability to operate computers, and various software programs including but not limited to Odyssey (can be trained on Odyssey and other programs).
5. Excellent telephone etiquette and customer service skills.
6. Ability to communicate effectively orally and in writing.
7. Ability to work independently in planning and organizing work to accomplish tasks in a timely manner.
8. Ability to multi-task, and prioritize tasks, without direct supervision.
9. Ability to respond effectively to the most sensitive inquiries or complaints.
10. Excellent interpersonal skills including the ability to work well with others in a small office setting and a history of being able to work with co-workers and law enforcement in a collaborative environment and manner.
11. Ability to maintain confidentiality.
12. Ability to react to change productively and to handle other tasks as may be assigned.
13. Ability to perform assigned duties without continual supervision and to make sound, independent judgments.
14. Ability to function under extreme pressure with a demand for speed and accuracy and meet frequent deadlines.
EDUCATION AND EXPERIENCE:
Graduation from High School or a General Education Development (GEO) certificate, law enforcement experience with criminal investigation experience preferred but not required.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variable in situations where only limited standardization exists, without direct supervision. Excellent cognitive ability.
Ability to read, interpret. And analyze forensic reports, including but not limited to, lab reports and other expert reports.
LICENSES, CERTIFICATIONS, OR REGISTRATIONS:
Must have a valid driver’s license, motor vehicle liability insurance, and a personal vehicle.
OTHER SKILLS AND ABILITIES:
Must be able to perform the essential functions of the position without posing a direct threat to the health and safety of themselves and others and without direct supervision.
REASONABLE ACCOMMODATIONS:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ESSENTIAL PHYSICAL REQUIREMENTS:
Physical Requirements:
While performing the duties of this job, the employee is regularly required to use hands and fingers, to handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to walk and sit. The employee is occasionally required to stand; reach with hands and, climb or balance; stoop, or kneel. The employee must occasionally lift and/or move more than 50 pounds.
Vision Requirements:
Must be able to see clearly to be able to read and write and work with a computer with or without corrective lenses.
ENVIRONMENTAL WORKING CONDITIONS:
The following physical conditions and hazards may be encountered while working in this position:
• Indoor environment
• Noise
• Oust
• Electrical hazards
Special Note: Job offer is contingent upon passing a criminal background investigation, drug test, and any other hiring requirements for the position.
Application: Application is available for download from www.co.kerr.tx.us/employment. Application must accompany any resume submitted, but resume is not required. Submit application to:
216th Judicial District Attorney’s Office
Attn: Candice Flores,
402 Clearwater Paseo, Suite 400 (Sheriff’s Office Annex),
Kerrville, TX 78028
or by email to [email protected].
By submitting an application, you give the 216th District Attorney permission to conduct a criminal background check, including obtaining a copy of your driving and criminal history from the Texas Department of Public Safety.