Office Manager 37.5 FT

County of Lancaster•Lancaster, PA

7d•Onsite

About The Position

This full-time management position provides high-level administrative and operational support to the District Court Administrator (DCA). Serving as DCA’s primary administrative partner, the Office Manager oversees daily workflow, coordinates essential administrative processes, and ensures efficient operations across Court Administration. The role requires sound judgment, discretion, and proactive management of priorities, along with delegated supervisory oversight of designated support staff. This role requires work to be completed with limited supervision and demands considerable initiative and independence.

Requirements

A bachelor's degree in business management or a closely related field is preferred.
At least five years of experience as a high-level administrative assistant, office manager, executive assistant, or in a similar role.
Two years of experience supervising clerical staff is preferred.
An equivalent combination of education and relevant experience that demonstrates the required knowledge, skills, and abilities will also be considered.
Strong executive‑assistant skills including workflow coordination, scheduling, communication drafting, and proactive priority management.
Ability to work closely with the District Court Administrator in a high‑trust, confidential partnership.
Exceptional organization, time‑management, and multi‑tasking abilities in a fast‑paced environment.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite.
Ability to gather information, summarize issues, and prepare materials to support administrative decision‑making.
Skill in supervising staff and managing daily office operations.
Ability to communicate effectively with members of the Judiciary, District Court Administration, co‑workers, human services professionals, partner agencies, and the public.
Ability to work independently and as part of a team while exercising sound judgment within Court Administration policies.
Ability to identify, research, and interpret sources of information.
Ability to recognize safety concerns and help develop practical solutions.
Ability to create records, reports, and presentations for the Court Administrator.
Knowledge of justice‑system principles, statutes, rules, regulations, and court‑administration practices.
Knowledge of office‑administration best practices and the functions of judicial and county executive departments.
Knowledge of methods and techniques used in supervising personnel.
Ability to collect, interpret, and evaluate information or data to support informed decision‑making and problem‑solving.
A pre-employment background check as required by policy to perform the duties.

Nice To Haves

A bachelor's degree in business management or a closely related field.
Two years of experience supervising clerical staff.

Responsibilities

Provides comprehensive administrative support to the District Court Administrator by managing daily workflow, including scheduling and prioritizing assignments, coordinating meetings, and preparing necessary materials.
Drafts official correspondence, prepares reports, maintains confidential files, and screens communications directed to the DCA.
Monitors the Court Administration email inbox and incoming faxes to ensure timely communication and response.
Anticipates needs, ensures the timely completion of high-priority tasks, and serves as a trusted administrative partner in day-to-day operations.
Independently carries out administrative and managerial responsibilities delegated by the DCA, including preparing and submitting recurring administrative reports, assisting with personnel policy updates, preparing agendas and minutes for committees, coordinating the development of the annual court calendar, and drafting routine documents.
Coordinates publication of the PA Bulletin and local rules, manages annual election memoranda, and ensures timely completion of 703 reports and related administrative materials.
Serves at the ADA Coordinator for the Courts by administrating essential court related processes, such as tracking and maintaining records for ADA accommodation requests and managing Rule 509/Right to Know requests from intake through distribution.
Schedules rooms, training sessions, ceremonies, and meetings, while serving as a liaison between Court Administration and various court related offices to facilitate efficient communication and coordination.
Manages facility related issues and submits work orders to Facilities as needed.
Sits on various County’s committees as a representative of the Court (Social Engagement Committee, Safety Committee & Wellness Committee).
Provides administrative assistance to Common Pleas Senior Judges by managing requests, entering and processing the assignments, correspondence, filing, coordinating attorney scheduling, and preparing necessary materials.
Tracks facility usage and staff time to support the Senior Judge Support Grant submissions and assists with scheduling hearings, meetings, and related logistical arrangements for Senior Judges.
Maintains records retention processes, coordinates the destruction of records, and ensures reception kiosks remain functional.
Manages incoming correspondence and calls, completes general clerical tasks, and performs miscellaneous duties assigned by the DCA to support effective office operations.
Performs related work as required.