Office Manager/Chief Prosecutor’s Assistant, Criminal Division

State of Delaware•Dover, DE

21h

About The Position

Delaware's Attorney General, the State's chief law enforcement officer, has a broad responsibility to combat crime, uphold civil rights, safeguard families, fight fraud, and protect consumers in the First State. In meeting this mission, Attorney General Kathy Jennings is supported by teams of talented lawyers and staff in the Criminal, Civil, Family, Fraud and Consumer Protection, and Civil Rights and Public Trust Divisions. Each of the more than 500 staff who work in the Office of the Attorney General are dedicated to serving all Delawareans with integrity and passion. Deputy Attorneys General, with critical support from criminal special investigators, victim service specialists, paraprofessionals, and administrative staff, prosecute criminal cases, enforce consumer laws, provide counsel to state agencies, ensure the public's access to open government, protect the abused, and much more. The Sussex County Chief Prosecutor seeks an Assistant to provide administrative support to the Chief Prosecutor and the Sussex Criminal Division. The Sussex County Criminal Division is composed of four units: Felony Trial, Felony Screening, Misdemeanor Trial and Community Engagement, and Special Victims. This position supports the County Prosecutor in ensuring the timely and efficient management of the Sussex County Criminal Division, including overseeing the workspaces, tracking legal filings, serving as the Division timekeeper, planning employee recognition and other events, preparing the County Prosecutor’s reports and files, tracking and acting on invoices, shepherding the Division’s new hire and departure processes, serving on various Division committees, assisting in the planning of Office trainings, liaising with the fiscal unit, ordering/purchasing supplies, preparing AG Subpoenas and Oaths, scheduling, ordering transcriptions, coordinating phone coverage, maintaining employee records, and other duties as assigned. This position reports to the County Prosecutor and is responsible for administrative operations such as but not limited to human resources, troubleshooting on behalf of the County Prosecutor, and making decisions in the official’s absence, i.e., the appropriateness of signing documents, what meetings to attend, addressing inquiries of a sensitive and sometimes confidential nature from a variety of sources and seeing them through resolution. This position confers with managers and other operational personnel regarding policy implementation, administrative and operational concerns and provides guidance and consultation to staff regarding policies, procedures, departmental priorities and administrative concerns. Prepares summary reports to outlining relevant information concerning issues with recommendations for corrective action. Executes necessary follow-up to ensure project completion by staff with attention to development of issues for decision making by County Prosecutor. Work involves extensive networking with internal and external entities regarding administrative and operational issues. While this position does not have direct reports, the incumbent provides guidance, direction, oversight, coordination, and operational support to other administrative staff to ensure the efficient operation of the Office. This position involves managing a diverse set of responsibilities in a fast-paced environment, sometimes with minimal oversight. As the County Prosecutor’s assistant, it also involves the handling of sensitive and confidential information. Attention to detail, the demonstrated ability to maintain confidentiality, and experience managing a high volume of work while meeting important deadlines are requirements for this position. The County Prosecutor’s Assistant may also be called upon to assist with administrative tasks for other parts of the Office and may perform other duties as assigned.

Requirements

Two years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
Two years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters, and administrative documents.
One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
One year experience in using standard computer software programs for word processing, spreadsheets or databases.
A satisfactory criminal background check is required as a condition of hire.
Direct deposit of paychecks is required as a condition of hire.
Applicants must be legally authorized to work in the United States.
Attention to detail
Demonstrated ability to maintain confidentiality
Experience managing a high volume of work while meeting important deadlines

Responsibilities

Overseeing the workspaces
Tracking legal filings
Serving as the Division timekeeper
Planning employee recognition and other events
Preparing the County Prosecutor’s reports and files
Tracking and acting on invoices
Shepherding the Division’s new hire and departure processes
Serving on various Division committees
Assisting in the planning of Office trainings
Liaising with the fiscal unit
Ordering/purchasing supplies
Preparing AG Subpoenas and Oaths
Scheduling
Ordering transcriptions
Coordinating phone coverage
Maintaining employee records
Human resources
Troubleshooting on behalf of the County Prosecutor
Making decisions in the official’s absence
Preparing summary reports to outlining relevant information concerning issues with recommendations for corrective action
Executing necessary follow-up to ensure project completion by staff with attention to development of issues for decision making by County Prosecutor
Managing a diverse set of responsibilities in a fast-paced environment
Handling of sensitive and confidential information