District Attorney Office Manager

The District Attorneys Office is currently looking for an enthusiastic service-oriented Office Manager who wants to be a part of an exciting fast paced office. The Office Manager plays an important role in the Countys Criminal Justice System by providing a full range of legal office support. The individual selected will be responsible for managing and coordinating clerical workflow personnel and record keeping functions; planning organizing and directing the work of one or more clerical work units through lead workers; and performs other duties as assigned. Incumbents in this class are utilized in the main and satellite offices of the District Attorney.

The District Attorneys Office is a Law Enforcement Agency and County Law Office. It is important that all prospective employees are aware and comfortable working in this environment.

We are looking for someone who is:

• A leader. You will need to organize the work and effectively coach the team
• Knowledgeable. You will need to understand apply and explain departmental policies and procedures
• Adaptable. You will need to adapt easily to varied and changing priorities
• Dependable. Your assigned unit(s) will rely on you for directing the clerical operations and support functions
• A strong relationship builder with excellent communication skills.You will need to establish relationships and ensure that a consistent message is communicated to a variety of audiences.
• Tech Savvy. You will need to work with a variety of office equipment such as computers scanners copy machines and software programs

A few reasons you may love this job:

• You will have an opportunity to work with a dedicated staff in an environment that provides for an excellent opportunity to succeed thus making a real difference in our county
• You will be part of the mission of the District Attorneys Office is to seek justice and enhance public safety for all our residents by fairly ethically aggressively and efficiently prosecuting those who violate the law and by working to prevent crime
• You will work with the Criminal Justice partners in the County and beyond which includes Law Enforcement agencies (20) Courts Probation Defense and Prisons
• You have an opportunity to learn legal terminology courtroom procedures court actions and legal processes

A few reasons you might find this job challenging:

• You will need to exercise considerable judgment discretion and interpretive ability in determining the needs of the public under extreme or stressful conditions
• You will be required to process various legal documents by preparing complete and accurate information extracted from various sources and ensuring the documents are received by or filed with the appropriate parties within the statutory time limits
• You will be acting as liaison between the Criminal Justice partners
• You will work in a fast paced political environment with input from multiple sources shifting priorities and deadlines

What you will typically be responsible for:

• Operating with a high degree of independence and have responsibility for developing modifying and implementing clerical procedures and are held accountable for the effectiveness of the clerical operations
• Interviewing hiring supervising training evaluating and disciplining staff who are engaged in preparing examining filing recording or issuing a wide variety of legal documents
• Planning organizing and coordinating office and facilities security general office and equipment maintenance file control and retention employee timekeeping and payroll reporting mail routing office safety and injury reporting work orders for building maintenance filing of legal documents and maintenance of office policies and procedures
• Supervising the collection of funds for discovery and other fees and maintains a petty cash fund; exercising discretion in reimbursing staff for costs associated with legal proceedings consistent with office and county policy
• Conferring with the attorney in charge of the office on laws affecting office practices and developing and modifying clerical operations consistent with legal court and department requirements
• Performing the most difficult and complex clerical assignments within the office under pressure and with many interruptions

Competencies Required:

• Delivering Results:Meeting organizational goals and customer expectations and making decisions that produce high-quality results by applying technical knowledge analyzing problems and calculating risks
• Fact Finding: Obtaining facts and data pertaining to an issue or question
• Innovative Problem Solving: Identifying and analyzing problems in order to propose new ways to do business
• Legal & Regulatory Navigation: Understanding interpreting and ensuring compliance with laws and regulations
• Professional & Technical Expertise: Applying technical subject matter to the job
• Adaptability: Responding positively to change and modifying behavior as the situation requires
• Attention to Detail: Focusing on the details of work content work steps and final work products
• Displaying Ownership and Accountability:Holding self and others accountable for measurable high-quality timely and cost-effective results
• Informing: Proactively obtaining and sharing information
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
• Involving Others (Engaging Teams): Engaging others for input contribution and shared responsibility for outcomes
• Assessing Talent: Identifying performance capabilities and potential of others
• Valuing Diversity:Appreciating the benefits of varied backgrounds and cultures in the workplace
• Organization Design & Structure: Establishing organizational structure and clarifying roles and responsibilities
• Thinking & Acting Systematically: Formulating objectives and priorities and implementing plans consistent with the long-term interests of the organization in a global environment

License Required:Possession of a valid California Motor Vehicle Operators License. Out of state valid motor vehicle operators license will be accepted during the application process.

Education:Possession of a high school diploma G.E.D. equivalency or high school proficiency certificate.

Experience:(1) Two years of full-time or its equivalent of clerical lead or supervisory experience in a law office or a trial court or (2) Three years of full-time or its equivalent experience processing legal documents in a District Attorneys Public Defender or County Counsels Office at a level at least equivalent to Senior Clerk in Contra Costa County or in an equivalent classification to Senior Clerk.

1. Application Filing and Evaluation: Applicants will be required to complete a supplemental questionnaire at the time of application; applications and supplemental questionnaires will be evaluated to determine which candidates will move forward in the next phase of the recruitment process.
2. Oral Assessment: An oral assessment (interview) will be conducted to measure candidates competencies as they relate to the the Oral Assessment candidates must achieve an average passing score of 70% or higher on each of the competencies as well as an overall passing score of 70% of higher. (Weighted 100%)