Office Manager

This position is responsible for work relating to the coordination and supervision of administrative functions in a large department with multiple divisions and separate budgets as part of the management team. The position allocated to this class as a single position within a department under the direction of the Department Director. Positions within this classification provide direct administrative support to the Director as part of the management team, assisting in the management and coordination of administrative functions between division managers, their support staff and the central administration.
 
Whereas the Office Manager class may perform the duties of all lower level support classifications, it is distinguished from the Staff Assistant series by additional administrative authority over the administrative functions and support staff of division managers in a large department.  The Office Manager classification is differentiated from the Business Manager classification by emphasis on the administration of clerical related activities rather the financial activities of the department.

TOTAL COMPENSATION: $65,840 - $92,140 annually. Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.

• Supervises subordinates; prioritizes, assigns and monitors work; evaluates performance, recommends and implements decisions regarding employee selection and discipline; ensures resources are available for operations and provides staff training and cross-training.
• Supervises day to day operations; oversees and/or performs related activities such as tracking expenditures, tracking budget balances and providing financial reports to management; ordering materials and supplies; maintaining attendance records, approval of payroll, maintenance and retention of files, creation of forms and documents.
• Provides individual direction and consultation/support to the technical and clerical support units in the various divisions.
• Assists the Director in the development, implementation, and overseeing of policies and procedures that relate to the administrative services of the department. Develops, interprets, implements and ensures compliance with departmental and county policies and procedures.
• Participates in long range planning activities and assists in development of the departmental budget.
• May assist in coordination of select financial transactions pertaining to the budgets of the various divisions, i.e. personnel, capital outlay purchases, training, travel, etc. 
• Coordinates the accurate accounting of work hours and annual leave reports; reviews, authorizes, signs or presents for signature all budgetary items.
• Represents the department at meetings and functions that the Director assigns or is unable to attend.
• Performs duties as the confidential administrative assistant to the Director of the department.
• Stays current on various Federal, State, and local regulations as they relate to the functions of the department.
• May be responsible for the direct supervision, administrative authority and/or coordination of the work of administrative office and support staff, including supervisors.
• Supervises or coordinates the hiring process and evaluation of regular and extra help employees.
• Participates in labor negotiations and represents management in labor related activities.
• Performs other related duties as required/assigned.

 
Community Service

• Manages and updates website for BH-ASO, DD and CAReS divisions.

 
District Court – Clerk

• Processes all Appeals filed regarding criminal and civil infraction cases.
• Maintains the department instruction manuals.
• Troubleshoots computer related issues and maintains machines and supplies for staff; submits help tickets as necessary to IT staff to resolve any issues staff may have that cannot be resolved.
• Serves as a liaison with law enforcement when communication is needed regarding clarification on a citation and when, where and how to schedule hearings in the field. 
• Generates the DUI Grid for law enforcement.
• Maintains the JIS system with regard to name combinations (AKAs), enters new officer information and ends effective officers when they depart from service. 
• Deletes, seals, expunges, and vacates cases in the JIS system.
• Serves as the Deputy Clerk of the Court in the absence of the Clerk of the Court and the Court Administrator.
• Ensures documents involving custody, protection orders, and DOL are correct and sent timely and resolve any issues.
• Prepares and distributes docket for jail 1st appearance on warrant bookings and new citation bookings including entry into databases, notifying other departments by deadline.
• Prepares, sets, and enters motions to vacate dispositions filed by public and forwards resulting order to appropriate agencies.
• Provides customer service through the interpretation of related laws, policies and procedures; researching customer situations; and providing written correspondence. 
• Keeps up-to-date with current laws; updating court forms and department procedures as needed.

 
Medical Examiners

• Provides operational and organizational management of the Medical Examiner Department.
• Manages difficult situations with family members, general public and media inclusive of complaint resolution. 
• Maintains relationships with law enforcement, courts, medical and state agencies.
• Researches and prepares complex statistical reports to include the Spokane County Medical Examiner Annual Report, Budgetary Reports, Management Reports.

 
SCRAPS

• Prepares monthly activity reports for County and Regional Jurisdictions based on criteria such as number of animal impounds, number of calls for service, etc.

 
Veteran Services

• Monitors and controls case management for assigned clients to Veteran Service Officers to ensure needs are adequately being met and maintained.

• High school diploma or General Equivalency Diploma (GED).
• Five (5) years of executive level experience involving personnel and financial support functions including three (3) years of lead or supervisory experience. 
• A degree or course work in a related field may substitute for up to 2 years of non-supervisory experience.

• Knowledge of supervisory theories, practices and principles.
• Knowledge of principles, practices, methods and procedures of government budgeting, payroll, and records management.
• Knowledge of grammar, spelling and punctuation.
• Knowledge of file maintenance techniques.
• Knowledge of customer service techniques.
• Knowledge of terminology, legislation, regulations, policies or procedures relevant to the position.
• Knowledge of principles and practices of office administration.
• Skilled in the use of standard office equipment including personal computers and software related to job duties.
• Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.
• Skilled in establishing and maintaining effective interpersonal relationships at all organizational levels and with the public.
• Ability to assign, monitor and evaluate the work of others.
• Ability to develop and monitor complex departmental budgets.
• Ability to prepare technical reports.
• Ability to effectively handle multiple tasks.
• Ability to effectively apply customer service techniques to both internal and external customers.
• Ability to resolve complex problems or complaints.
• Ability to exercise initiative and judgment, and make decisions within the scope of assigned authority.
• Ability to present ideas effectively, both orally and in writing.

Salary : $51,438 - $71,985