Job Description
Salary : $92,446.00 - $122,417.00 Annually
Location : Minneapolis, MN
Job Type: Full Time
Job Number: 01847
Department: Fourth Judicial District
Opening Date: 01/13/2025
Closing Date: 2/3/2025 4:00 PM Central
Application Requirements ATTACH COVER LETTER AND RESUME As an Assistant to the Appointing Authority (Chief Public Defender), the Office Manager classification performs work of considerable difficulty in providing a full range of administrative support and office management functions.
Definition/Summary of Duties Office managers perform a wide variety of duties with different skills sets. This position will offer you the opportunity to multi-task and work independently and in coordination with other stakeholders. The list of duties below is representative of the typical responsibilities of an Office Manager but is not intended to be an exhaustive list:
Financial: - Work closely with district Chief, Fiscal Director, and Chief Administrator to prepare district budget.
- Oversee budget forecasting and reconcile budget monthly.
- Work with vendors to obtain W-9 information.
- Create and monitor purchase orders and pay invoices in a timely manner.
- Draft contracts with external vendors for services.
- Work with office space landlords on leases and office space needs and possible repairs or maintenance.
Human Resources: - Monitor staffing and work with Human Resources Manager to post open positions.
- Review applicants, set up and participate in the interview process.
- Complete and disburse offer letters, process all required new hire documents, ensure accuracy and completion of I-9 forms, and administer and oversee the signing of office compliance documents.
- Work with HR Manager to set up new hires in the payroll system and process separations.
Payroll: - Review and audit district employees time entries, make any changes as necessary, and approve for payroll processing.
- Work directly with staff to ensure accuracy in time entry of leave of absences, sick, and vacation usage.
- Review and upload payroll reports.
- Monitor staff leave balances.
Managerial: - Supervise a team of Legal Office Assistants.
- Complete and review annual performance evaluations.
- Monitor team needs and best practices.
- Lead and coordinate district and team meetings.
Technology: - The Office Manager is the district representative for the Technology Committee, which is a committee that meets quarterly with agency IT staff to discuss computer and software needs and updates.
General: - Order equipment and office supplies as needed.
- Other duties as assigned.
Knowledge, Skills and Abilities Knowledge: - Comprehensive knowledge of office support practices and procedures.
- Comprehensive knowledge of financial recordkeeping and budgetary principles and procedures.
- Knowledge of supervisory skills with a marked ability to supervise a group of support staff, delegating work as necessary.
- Some positions may require knowledge and skill in specialized technical areas and training staff on new technology and procedures.
Skills: - Strong skills in preparing concise and accurate budget, personnel and payroll reports.
- Strong skills in problem solving techniques.
- Strong leadership skills and ability to supervise a medium-sized team.
- Excellent verbal and written communication skills.
- Strong skills are required in Microsoft Office Suite.
Abilities: - Ability to establish and maintain effective working relationships with other administrative offices, public, and staff.
- Ability to handle a wide variety of problems and assignments simultaneously.
- Ability to establish and maintain effective working relationships with other administrative offices, public, and staff.
- Ability to exercise independent judgment.
- Ability to deal with a variety of persons in coordinating efforts; ability to act as a liaison.
- Ability to read and understand complex documents.
Education and Experience Minimum Qualifications: - Completion of High School or equivalency AND
- Four years of administrative office support experience that includes budgeting, purchasing, personnel/payroll, and/or supervisory experience or an equivalent combination of education and experience.
Preferred Qualifications: - Experience working with State of Minnesota systems such as SEMA4 and/or SWIFT
The State of Minnesota offers benefits through the State Employee Group Insurance Program (SEGIP). Benefits-eligible employees are entitled to the following insurance and pre-tax benefits:
Full time employee and part time employee benefits: Medical insurance
Single coverage as low as $38.50 a month
Family coverage $262.66 a month
Dental insurance
Single coverage as low as $13.50 a month
Family coverage $55.40 a month
Basic Life insurance
6 week paid Parental Leave (eligible after 1 year of employment)
Retirement Savings
11 paid holidays
2 Floating holiday
Vacation and sick time along with leave of absence programs
Employee Assistance Program
Optional benefits:
Additional Life insurance for yourself, spouse and children
Accidental death and dismemberment insurance
Short and long-term disability insurance
Metro Pass
Deferred Compensation plan
Pre-tax expense accounts: dependent care account, medical and dental, transit expense 01
Describe your work with budgets, accounts payable, payroll.
02
Describe your familiarity with the State of Minnesota SWIFT or SEMA4 programs you may have.
03
Describe your experience supervising employees, including the number of staff you supervised.
04
List any additional information you feel may be important for us to know in evaluating your application.
05
List the software programs you can use proficiently (Word, Excel, etc).
06
What experience do you have working with a diverse community in either volunteer or paid positions? List organizations and job duties.
07
What is your view of the role of public defense in the justice system and how did you arrive at that view?
08
Please list your educational background as related to this position.
Required Question State of Minnesota Board of Public Defense
Job Tags
Holiday work, Full time, Temporary work, Part time,