Office Manager - Attorney

Chisago County•Chisago Lake Township, MN

5d•$42 - $55•Onsite

About The Position

The Office Manager will provide high-level administrative and organizational support to the County Attorney’s Office, possessing general oversight over all functions and workflow. The Office Manager will directly supervise and direct the work of Legal Assistants, Paralegals, and other support staff. This role provides a comprehensive range of office support services to Attorneys and other County Departments whom the County Attorney’s Office represents. The Office Manager will coordinate technical and capital equipment needs of the staff, manage and maintain communication and work flow with other criminal justice partners and community stakeholders, and monitor the County Attorney’s Office reporting requirements. This position is full-time, non-union, and may require evenings and/or off-hour assignments.

Requirements

5 years’ applicable work experience, including a minimum of 3 years as a Paralegal.
Comprehensive knowledge of Minnesota Statutes, Minnesota Rules of Criminal Procedure, Juvenile Court Rules, Child Support Guidelines, local ordinances, federal laws, and established Office and County policies and procedures, Minnesota Data Practices Act regarding release of information, and Record Retention Schedule of counties.
Comprehensive knowledge of the principles of management, budget development, departmental organization and planning and supervision and training.
Considerable knowledge of computers, case management information systems, data processing techniques, and expert level knowledge of current software products to create and edit templates and macros, and train end users in the efficient use of the software used by the department.
Considerable knowledge of accounting and budgeting principles to public sector delivery.
Advanced knowledge of business English, legal terminology, spelling and grammar; legal and general office procedure, and proper formatting for legal documents and legal filings.
Ability to coordinate workflow, taking into consideration office needs and support staff strengths in order to direct efficient operation of the office.
Ability to plan, organize, and implement financial systems and procedures.
Ability to respond and communicate effectively by adapting to different professionals and personality types.
Ability to work independently.
Ability to work under stressful situations concerning subject matter and distressed individuals.
Ability to critically evaluate case management software and networking options with needs of office through knowledge of Microsoft Office products, Chrome, Edge, and Lotus Notes and to implement new software when required for office efficiency or changes to common practice.
Ability to comply with strict timelines and deadlines pursuant to Minnesota and Federal law and standards.
Ability to read and interpret documents and reports, and analyze information based on legal principles and to formulate recommendations based on findings; and prepare clear, concise written reports of findings and other legal documents and correspondence.
Ability to multi-task, organize workload, set priorities, and maintain strict confidentiality.
High proficiency in oral and written communication.
Considerable skills in applying managerial principles and office policies in directing and administering the County Attorney’s Office.
Considerable skills in dealing with people at all levels.
Considerable skills in preparing and presenting reports, either orally or in writing.
Considerable skills in directing and coordinating various and different programs to attain a single goal.
Advanced Paralegal, Legal Assistant, and general office skills.
Advanced computer technology skills.
Requires use of telephone; copy machine; facsimile machine; and calculator. Use of personal computer, including processing; cellular phone; and scanning equipment.

Nice To Haves

Prefer Bachelor’s Degree or Associates Degree with course work in legal studies or paralegal studies
2+ years of supervisory experience preferred.
Some public sector experience preferred.

Responsibilities

Manages and supervises all Legal Assistants and other support staff, monitors workflow and develops efficiencies of office processes and procedures, completing annual and semi-annual performance reviews and ongoing evaluation of work product; including discipline and up to termination.
Responsible for overall functioning and flow of information within the County Attorney’s Office. Primarily responsible for the County Attorney’s mission-critical records management system (LENS) and serves as the primary liaison with County I.T. staff, state agencies including State Court Administration and Bureau of Criminal Apprehension, local law enforcement agencies, and other County Departments.
Serves as the primary coordinator for staff hiring within County Attorney’s Office, assignment of work, performance, and training for support staff; provides assistance to County Attorney in assessing performance and training, onboarding and separation activities for all staff; review and monitor schedules, timecard submission and review and general performance of staff.
Prepares proposed budget for the County Attorney’s Office with the County Attorney and monitors expenses and expenditures throughout the year; coordinates the funding and arrangements for legal education for Attorneys, support staff, and for witnesses subpoenaed testifying in civil and criminal trials; assists in developing contracts for services utilized by the County Attorney’s Office; and works closely with the County Attorney to monitor contracts and requests for opinions for the entire County.
Ensures coverage for all secretarial and clerical work in civil, criminal, and juvenile areas. Consults with the County Attorney and Legal Assistant II to implement reassignment of caseloads and work divisions when required for office efficiency; may fill in for any work assignment during vacancies or overflow work in the office as needed for efficient operation of the office.
Analyzes, evaluates, and approves, in coordination with the County Attorney, the procedures involved in the administration of the County Attorney’s Office, determines office standards and operating practices; recommends goals and objectives to the County Attorney.
Monitors budget to ensure fiscal integrity and compliance with sound financial management practices; works with department head on annual budget proposals and projection of future needs for the office. Reviews and approves office expenses and works to create a more financially efficient office.
Responsible for facilities, technology, and information systems used by the County Attorney’s Office, including coordination with county information and communication services department, vendors, and assistance in the development, installation, implementation, training, maintenance and support. Serves as agency TAC (terminal agency coordinator) ensuring strict adherence to security and procedural standards for accessing state and federal criminal justice information systems.
Manages or directs the clerical work related to both civil and criminal matters and collaborates with other agencies/departments both within and outside county government. Coordinates receipt of referrals to County Attorney’s Office from local law enforcement and other county departments to comply with strict deadlines to ensure proper drafting and filing of required documents, assist in preparing draft documents, including opinions, contracts, reports and pleadings, and notification of witnesses via subpoena.
Prepares various communication materials for public outreach/education, display boards, and brochures for community events and fairs.
Responsible for conducting mandatory annual reporting to State and Federal agencies within strict timelines and deadlines.
Performs Paralegal/Legal Assistant work on various caseload assignments, serving as point person for civil actions, appeals, expungements, forfeitures, County contracts, license applications, and public data requests; serves as backup Paralegal/Legal Assistant in child protection, and civil matters including, but not limited to, child support, civil commitments, administrative appeals, guardianship/conservatorships, tax appeals, and zoning.
Provides detailed and specialized technological assistance as needed to Attorneys for hearing and trial purposes; provides computer and software troubleshooting, training and support to staff and Attorneys in cooperation with the County’s DES; updates and maintains the Department’s internet and intranet page; creates and edits Word templates and macros; and serves as an administrator for LENS database application.
Responsible for user management (set up, termination, and user training) for a vast variety of online systems utilized by the County Attorney’s Office staff and Attorneys, including, but not limited to, Westlaw, Evidence.com; Odyssey E-file and Serve for the District Courts, DVS, Minnesota Statewide Supervision (S3), MyBCA, and New MGA.
Performs special projects as needed; performs other related work as assigned by the County Attorney.