Administrative Assistant - Public Defender Office

Job Summary

Performs extensive duties in support of the Public Defender department operations, manages and directs support operations and staff, and ensures proper workflow of the department. Coordinates resources and assignments for the department. Serves as the HR liaison for administrative functions related to personnel management and similarly works in coordination with the Finance Department for all financial management responsibilities. Prepares reports regarding services rendered and collects and compiles feedback on Public Defender services. Conveys information to other departmental staff regarding client needs and provides scheduling and tracking of services, follow up on services to be delivered, and perform other duties in support of client needs.

Duties and Responsibilities

The primary job duties and responsibilities include and are not limited to:

• In consultation with the Public Defender, develops the annual budget for all department functions. Monitors and maintains the budget throughout the year.
• Collect data, prepare quarterly reports, and is responsible for department reporting and statistical data collection throughout the year.
• Supervises clerical, investigative and social work staff, including selection, hiring and termination; setting work assignments; training staff; performance management; development and administration of policy and procedure; administration of discipline, in consultation with the Public Defender and Human Resources Department; all payroll functions; and recording attendance and approving the use of leave.
• Organizes and oversees support staff functions.
• Develops and oversees the maintenance of case management, records retention, and statistical reporting systems.
• Collaborates with the courts on all matters, coordinates court activities and is the point of contact for all other county departments and the public.
• Appoints attorney workload, arranges for appropriate support for the attorney workloads and schedules outside agency involvement.
• Oversee the development and use of case and document management systems. Determines the department’s needs and approves the purchase, installation and integration of hardware and software into the office network. Coordinates the creation of necessary reports. Provides ongoing technical advice and training to staff members.
• Oversee and administers the coordination of training, seminars, conferences and travel arrangements for all department personnel, in compliance with County policy.
• Handles matters assigned by the Public Defender which may be sensitive or confidential in nature.
• Other duties may be assigned.

Minimum Requirements and Qualifications

This position requires knowledge and critical thinking skills normally acquired through the completion of a bachelor’s degree in business, public administration, paralegal, criminal justice or related field and/or two to four years of experience.

Qualifications include:

• Thorough working knowledge of the criminal justice system, including statutes governing the functions and requirements of the Public Defender’s office, court procedures and the responsibilities of the Public Defender’s office, and Michigan Court Rules and State Court Administrative Office rules and regulations.
• Two to four years’ experience managing/supervising multiple staff at varied educational levels and job specialties.
• Experience working in a court, law office, or legal environment is preferred.
• Thorough working knowledge of records management and continuous improvement principles and practices.
• Good working knowledge of budget development and control principles and practices.
• Thorough working knowledge of document management applications and workflow design, word processing, spreadsheet and database management applications software.
• Excellent leadership and team building skills with thorough working knowledge of management and supervisory principles and practices.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent communication skills and active listening skills. Ability to interact positively and professionally with elected officials, local unit officials, department directors, managers, officers of the court, business representatives, attorneys, and members of the public from a wide range of cultural and socio-economic backgrounds and with widely divergent communication skills.
• Professionalism regarding appropriately handling both confidential information and sensitive situations. Must maintain absolute confidentiality in matters related to attorney-client communications.

Physical requirements

This job requires activities consistent with a normal office environment.