Office Administrator

Hiring Wage: $52,085 - $55,000/yr DOE

Status:  Full time with benefits

Closing Date: September 17, 2021

Application Materials:  Apply online at adacounty.id.gov/jobs

About Us: Ada County is a rewarding place to work. As an Ada County employee, you will serve in your communities, contributing to making Ada County a great place to live. Ada County employees are given opportunities for advancement and career growth as well as a generous Benefits Package for benefit-eligible employees including paid parental leave, competitive health, dental, and vision insurance, PERSI retirement plan, and much more.

Provides technical and responsible administrative assistance to the Trial Court Administrator in matters relating to departmental operations; serves as administrative department manager; responsible for formulation of department administrative policies and procedures, purchases, revenue, and personnel management; supervises administrative staff; provides technical assistance for computer applications; performs related duties as required. The position is located in the Trial Court Administrator’s Office.

The Office Administrator works under the general direction of the Trial Court Administrator, but may work independently at times and supervises the general operation of the office. This position sets general priorities and deadlines for some specific assignments with some independent discretion. This position also plans and carries out the assignments in accordance with the established policies and practices by the Trial Court Administrator.

 

·       Provides responsible administrative assistance to the Trial Court Administrator in the administration of the Fourth District Court;

·       Develops, implements and administers policies and procedures relating to scheduling and work flow through the Fourth District Court;

·       Receives inquiries, in person, by telephone and by correspondence, from the general public, Fourth District Court personnel, other county departments, and personally disposes of the matters;

·       Evaluates and oversees the operation of the court, determining needs for improvement;

·       Oversees the purchasing of all equipment and supplies;

·       Responsible for the coordination of the Fourth District Magistrate Commission during the selection process of new magistrate judges;

·       Creates agendas, attends and prepares minutes of administrative meetings;

·       Prepares training for Trial Court Administration staff as needed;

·       Oversees the registration of employees in seminars, makes reservations and other travel arrangements;

·       Oversees mail distribution;

·       Supervises and manages the administrative staff for the Trial Court Administration Office; drafts job descriptions, assigning workload, approving vacation leave, recruiting, hiring, training, and evaluating performance;

·       Maintains personnel and payroll records for direct reports;

·       Maintains vacation and leave records for direct reports;

·       Maintains all Administrative Directives and Administrative Orders;

·       Approves and submits SRV work requests as needed for work from the Operations Department, and Information Technology (IT);

·       Prepares and handles correspondence of a sensitive and confidential nature, administrative orders and directives, letters, interoffice and interdepartmental memos, requisitions, and other documents;

·       Serves as a liaison with department heads and other county departments;

·       Trains and offers continuing support to court personnel in the use of the county's IBM AS/400 and personal computer programs;

·       Identifies and collaborates in the development of computer programs for the Trial Court Administrator's Office and for other court personnel;

·       Ensures proper installation of court computer software;

·       Maintains contact with Idaho Supreme Court to secure special judicial assignment Orders for Fourth District cases;

·       Prepares and processes inventory for TCA Departments;

·       Updates and implements the TCA department Ada County COOP (Continuity of Operation Plan);

·       Prepares and manages all TCA department’s annual contracts;

·       Coordinates all judges and TCA personnel moves;

·       Responsible for processing judge-ordered payment for out-of-state sheriff service fees.

 

·       Completes special projects delegated by the Trial Court Administrator;

·       Performs related duties as required.

 

·       A Bachelor’s degree from an accredited university in Public Administration, Business Management or a related field, or an equivalent combination of education and experience;

·       Knowledge of modern office practices and procedures;

·       Knowledge of business English, spelling, punctuation and business math;

·       Knowledge of the operations, functions and scope of the authority of county government, departments and offices related to the handling and disposition of complaints, requests and delegated administrative details;

·       Knowledge of all aspects of the Fourth District Court and the judicial system;

·       Knowledge of computerized criminal justice systems and appropriate state and local criminal codes;

·       Knowledge of court guidelines with respect to the operation of bail bond agents and the collection of funds after forfeiture;

·       Knowledge of supervisory skills necessary to supervise a clerical staff;

·       Knowledge of office automation, personal computers, Microsoft Word, Excel, PowerPoint, Access, Quicken and other computer software as needed;

·       Skill in coordinating the work of the office with other offices;

·       Skill in advising others on procedures and information to be provided for conferences or reports;

·       Skill in the operation of a personal computer;

·       Ability to supervise and motivate employees;

·       Ability to analyze data and make decisions in accordance with laws, ordinances, regulations and departmental policies and procedure;

·       Ability to prepare effective correspondence on routine matters and perform routine office management details with only general supervision;

·       Ability to maintain effective working relationships with employees, elected officials and the general public.

 

·       May be required to work beyond normal business hours.

·       Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;

·       May be required to lift up to 20 lbs.;

·       Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

Employee Benefits: Ada County recognizes that employees are our most valuable asset. We are proud to offer a comprehensive benefits package to benefit-eligible employees designed to support the health, wellness, and long-term financial stability of our employees and their families. Visit us at adacounty.id.gov/Human-Resources/Employee-Benefits to view details regarding our benefits package, including: paid parental leave, healthcare benefits, retirement benefits, and more!