Chief Administrative Manager

Position: Chief Administrative Manager

Department: District Attorneys Office

Salary: $6,393.21 - $8,323.45 per month (depending on experience)

General Position Summary

This position is the Chief Administrator for the District Attorney's Office. Primary duties include overall management of office, the supervision of staff and attorneys, programs, contracts and extradition matters. Responsible for all aspects of the budget (prepares departmental annual budget, accounts payable, accounts receivable, departmental payroll, and all financial reporting for grants and programs.)

Essential Duties and Responsibilities

The following may not be all inclusive and other duties may be assigned.

• Serves as the Chief Administrator for the District Attorney Office; responsible for managing, coordinating, and planning diverse department-specific administrative functions.
• Consults with the District Attorney in the formulation of major administrative policies and program development; provides recommendations and reports to District Attorney regarding policy matters related to fiscal, budget, payroll, personnel; implementation of policies with District Attorney; recommends strategic plan, goals and objectives for the office.
• Directs, oversees, and participates in office work plan; assigns work activities, projects and programs; monitors workflow; implements policies and procedures; and reviews and evaluates work products, methods, and procedures.
• Supervises legal support staff, attorneys and Victim Assistance Unit. Serves as liaison between support staff and attorneys; provides training and advice to the support staff on clerical and legal procedures and policies, and all matters involving the criminal matters.
• Acts as primary liaison on administrative issues with the courts, law enforcement, defense bar and probation officers.
• Presents matters to the Board of County Commissioners to address funding requests, infrastructure projects, public awareness, strategic planning, goals and objectives obtained.
• Prepares the annual departmental budget by preparing data and figures for review and verification by the District Attorney; responsible for maintaining record of, and monitors revenues and expenditures throughout the fiscal year for all departmental budgets to present to the Budget Committee.
• Writes VOCA and Treatment Court Grants. Monitors all grants obtained. Makes certain special conditions, assurances and financial obligations of grants are complied; files all required reports with the Department of Justice and Criminal Justice Commission (i.e. quarterly financials, semi-annual progress report, and grant adjustment report.)
• Works directly with the Governor's Office of this State and other States in regards to extraditions and interstate agreement on detainer laws. These laws are complicated and have time sensitive deadlines to bring an offender before a magistrate of the court seeking extradition of an offender; prepares all legal documents necessary for this area of law.
• Prepares out-of-state subpoenas by completing forms; obtain appropriate signatures; obtains check, prepares letter to send with subpoena. Schedules and attends show cause hearings before a magistrate.
• Composes complex correspondence, notices, meeting minutes, agendas, and other documents from the draft, dictation, and/or verbal directions; screens correspondence and determines how to handle routine items; prepares routine correspondence.
• Handles all administrative duties for the District Attorney's Office computer software Prosecutor by Karpel (PbK); responsible for training, maintaining all documents generated and all Oregon Revised Statute updates in PbK for charging instruments. Knowledge of computer coding in Word for PbK documents and charging prompts.
• LEDS Representative for District Attorney Office.
• LOIS Representative for District Attorney Office.
• CJIS Representative for District Attorney Office
• Responsible to demonstrate the conduct and behavior of a team player by helping create a professional and rewarding work environment for all District Attorney employees.

Supervisory Responsibilities

Manages subordinate supervisors who supervise a total of fifteen employees in the District Attorneys. Is responsible for the overall direction, coordination, and evaluation of these units. Also directly supervises fifteen non-supervisory employees. Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Four-year college or university program certificate; or three to five years related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Computer Skills

To perform this job successfully, an individual should have knowledge of SprongBrook Accounting software; Contact Management systems; Database software; SpringBrook Human Resource systems; Internet software; Word Processing software; Excel Spreadsheet software and SpringBrook Payroll systems.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to walk. The employee is occasionally required to stand. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Work Schedule

The normal work schedule is 8.00 hours per day 5 days per week; exact schedules are assigned by management. It is the attendance standard of the employer that all employees be present and on time each shift they are scheduled to work. Full or partial absence during any scheduled shift, arriving late, or leaving early, for whatever reason, may result in disciplinary action up to and including termination of employment. Time off may be approved if allowed by applicable policies covering illness, injury, or other personal emergency.