Office Manager

Job Description:

Office Manager

Description

Office Manager
Commonwealth Attorney Office
Full Time, 12 Months
Non-Exempt, Pay Grade 32
Benefits Eligible, VRS Eligible

Job Summary/ Objective:

Performs difficult high-level office management and paralegal duties in support of the Office of the Commonwealth's Attorney and staff. Supervises and coordinates the work of paralegals and other support staff. Independently performs specific tasks, such as drafting documents, preparing for meetings and court hearings, serving as the point of contact for County and State staff and law enforcement, and developing and managing the office's operating budget. Work is performed under general supervision with considerable latitude for independent judgment.

Supervisory Responsibilities:

• Supervises all support staff (Paralegals, Legal Services Assistants, and Administrative Assistant)

Essential Functions:

• Supervises paralegals and all non-attorney staff: coordinates workload; provides training; creates and updates SOPs and other guidance materials; and ensures high level of customer service;
• Performs office management and administrative duties: creates files for all incoming cases and distributes them to paralegals accordingly; enters leave and maintains available leave balances; maintains administrative, budget, and personnel files; monitors and processes submissions for attorneys' required continuing legal education and professional memberships; analyzes and makes recommendations concerning office library and online resources, technical equipment and warranties; resolves computer and printing issues; and oversees the maintenance and proper working conditions of the office;
• Develops and implements the State and County operating budget: prepares and monitors State and County budget; maintains and prepares financial and statistical reports for use by the County and the State; tracks and approves all purchases and invoices for payment; identifies and tracks yearly Outcome Measures for annual reporting; organizes and books travel and accommodations for witnesses and victims; manages and reconciles office credit cards; and ensures timely reimbursement for employees, witnesses, etc.
• Oversees employment changes for employees and law clerks, including recruitment, hiring, and termination activities;
• Screens visitors, callers, U.S. mail, and email, independently answering inquiries when possible, or directing to appropriate attorney or department when necessary, and facilitating attorneys' responses;
• Maintains inventories of office records, litigation, and regular files; determines records retention schedule; and creates destruction notification for state approval;
• Drafts, reviews, edits, and formats complex documents, including indictments, subpoenas, policies, correspondence, and other legal documents;
• Manages Circuit Court Docket Call: prepares indictments and subpoenas; monitors avoid dates; and appears in court with the Commonwealth Attorney for case setting;
• Coordinates the seized assets filings for the Commonwealths Attorney’s Office: prepares documents, attends meetings, and tracks deadlines and incoming assets as they relate to the overall
  operating budget for the office
• Manages license and firearm restorations, and expungements;
• Implements extraditions: prepares Governor’s Warrants and Interstate Detainers for the extradition of fugitives; works closely with the Secretary of the Commonwealth’s Office to coordinate the extradition of fugitives to demanding jurisdictions and states; maintains working knowledge of the rules of the National Association of Extraditions and is able to meet the requirements of asylum states
• Coordinates multi-jurisdictional and multi-agency tasks
• Serves as the Virginia Criminal Information Network (VCIN) administrator;
• Identifies, researches, collects, and analyzes data to create reports and documents for special projects for the Commonwealth’s Attorney;
• Performs Notary Public duties; and performs other related duties as required.

Competency: Knowledge/ Skills/Abilities:

• Extensive knowledge of legal office terminology, procedures and equipment.
• Extensive knowledge of criminal law.
• Ability to train and supervise the work of others.
• Knowledge of the operations of the judicial system.
• Ability to follow complex oral and written directions.
• Ability to meet with top level officials and others with tact and diplomacy.
• Ability to work under pressure and make decisions in accordance with laws, regulations, and established procedures with minimal or no instruction.
• Ability to establish and maintain effective working relationships with County officials, County employees, court officials, judges, attorneys, and the public.
• Ability to maintain confidentiality.
• Possession of organizational skills, detail-oriented skills, and effective oral and written communication skills.

Required Education and Experience:

• Any combination of education and experience equivalent to graduation from an accredited four-year college or university and at least five years’ experience in a responsible administrative or paralegal capacity required.
• Any combination of education and experience equivalent to a paralegal certification program required.
• Experience in legal office management with supervisory responsibilities and public administration preferred.

Preferred Qualifications/Certifications:

• None

Physical and Mental Requirements:

• Administrative work typically performed sitting in an office with occasional walking, bending, stooping, light lifting of office items up to 30 pounds and other limited physical activities.
• Frequent sustained operation of computers and office equipment is required.
• Frequent contact is made with County officials, administration, and staff; court officials, judges, and attorneys.
• Contacts must be characterized by tact and diplomacy.

Salary Range:

The hiring range for this position is $31.46 - $34.78 per hour, which is approximately $65,446 - $72,336 per year. Starting offer is based on applicable education beyond minimum requirements and internal equity. The position also provides excellent benefits including 12 paid holidays, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, VRS retirement, and continuing education/training opportunities. This is a full time, FLSA non-exempt position. Internal candidates will receive pay adjustments in accordance with Local Government Personnel Policy, §P-60.

DEADLINE FOR APPLICATIONS: Position open until June 13, 2025

Virginia Values Veterans

Albemarle County is a V3 certified organization.

EOE/EEO

Albemarle County is an equal employment opportunity employer and does not discriminate against any group or individual on the basis of race, color, religion, sex, sexual orientation, national origin, age or disability in regards to any aspect of employment policy and practice: recruitment, testing, selection, assignment, pay, conditions of work, training, leave, overtime, promotion, discipline, demotion, and separation.