OFFICE OPERATIONS SUPERVISOR - DISTRICT ATTORNEY

La Crosse County•La Crosse, WI

6d•Onsite

About The Position

This is a confidential administrative support and supervisory position in the District Attorney's Office. Employee is selected and supervised by the District Attorney to assist in the management of the office functions, budget preparation, and supervision of clerical staff, including legal secretaries. Employee works independently with little supervision. Employee performs specialized legal-related clerical and budgetary record keeping functions.

Requirements

Knowledge of the functions, procedures, organization and laws and regulations governing the administration of a legal department.
Knowledge and efficiency in working with budgetary and accounting procedures.
Knowledge of up-to-date office practices, procedures and equipment.
Knowledge of the fundamental practices of public administration and personnel practices and procedures.
Knowledge of supervision of staff including hiring, evaluation, direction and discipline.
Ability to work in constant fast-paced office with frequently changing priorities.
Ability to carry out special and general assignments requiring organization of material and development of procedures, with a minimum of supervision.
Ability to exercise judgment and discretion in the application and interpretation of departmental policies and regulations.
Ability to initiate and install administrative procedures and to evaluate their effectiveness.
Ability to establish and maintain effective relationships with the general public, County Officials and employees.
Associate Degree or Bachelor's Degree in administrative clerical or office management field.
Three years experience in all of the following areas: supervising office staff; executive secretary/administrative assistant; office management; keeping office records.
Strong interpersonal and verbal skills.
Proven high level of organization and clerical skills.
Proficiency using personal computers and advanced functions of Microsoft Office Products (Word and Excel) and skill in using various data bases.
Demonstrated record of working independently and efficiently under general supervision and with a broad variety of professional and support staff.

Nice To Haves

Strong preference for experience in a legal office.
May also consider other relevant combination of training and experience.

Responsibilities

Supervises assigned clerical staff.
Plans and is responsible for the flow of work, trains department clerical staff, assigns work, checks accuracy of work, instructs staff in proper office procedures and policies, and keeps and prepares time and payroll-related records.
Participates in the preparation for hiring and firing of department staff. This includes, but not limited to, participating in interviews and recommendation for hiring, and administering and processing confidential disciplinary matters and proceedings.
Participates in the evaluation of assigned employees by either performing the evaluation or making recommendations to the department head.
Using personnel/payroll tracking system, ensures that evaluations are completed in a timely manner.
Orders and maintains criminal history requests.
Distributes agency reports for intake and oversees daily intake procedures are completed by the deadline.
Provides administrative and clerical support to the District Attorney.
Drafts and types correspondence and transcription as necessary for assisting in efficient office administration.
Types correspondence, researches and prepares confidential department data for collective bargaining purposes relating to management interests.
Answers routine, non-policy department and staff questions in the absence of the department head.
Prepares annual budget for the office, pays office expenses and issues vouchers, monitors expenditures, and prepares related reports.
Prepares reports for the County Board.
Maintains payment spreadsheet and prepares monthly reconciliation of payments to victims of crimes.
Prepares reports regarding the purchase and issuance of supplies and equipment necessary for the operation of the agency and the maintenance of a perpetual inventory record.
Maintains Protect database.
Creates and maintains document templates.
Oversees and trains intern staff.
Employee is expected to report to work when scheduled, with minimum use of sick leave, to build up sick leave balance for income protection for unexpected illness.
This is a public service position, and employee is required to be courteous, cooperative and respectful at all times, with the public and clients.
Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors, and public officials.
Assists other department staff as necessary or required.
May assist or provide coverage during the absence of clerical staff.
This position is required to perform other duties as may be assigned or required.