Office Manager
Class Title: Office Manager
Class Series: Administrative Support
Class Code: R49A55
Reports to: Office Head
Direct Reports: Administrative Support staff
FLSA: Exempt
Date: July 1, 2020
Range Min/Max: $4,410 – $6,615 Monthly
GENERAL SUMMARY:
This classification describes the manager responsible for ensuring the administrative operations
and services provided are completed in an effective and efficient manner, to secure the best
possible representation for OSPD clients. Positions oversee the administrative support function
within an office, which may include supervising multiple employees through first-line supervisors
and/or direct supervision of administrative support staff. Positions that oversee the work as a
second-level supervisor, serve as the second-level approval in performance reviews and may
initiate and carry-out personnel actions. Positions require interpersonal and communications
skills (e.g. providing direction and feedback, constructively dealing with conflict) and apply an
advanced level of problem-solving ability. Working in collaboration with other members of the
management team, positions are responsible for overall planning and direction of the work and
staff; overseeing administrative and operational processes; training and supervising staff;
resolving personnel matters; managing caseloads/workloads; resolving high-level client and
other operational matters; and, communicating and implementing directives established at the
higher management level. Positions perform administrative support work, typically in an
advanced capacity; however, the transactional workload may be reduced as deemed necessary
by the Office Head or State Public Defender. This classification is not progressive; positions are
allocated based on the business needs as determined by the State Public Defender.
PRIMARY DUTIES AND RESPONSIBILITIES:
• Provides direct supervision over administrative support staff as a first and/or second-line
supervisor to include: prioritizing and assigning work; conducting performance
evaluations; ensuring employees are trained; ensuring that employees follow policies
and procedures; and, making hiring, termination, and disciplinary recommendations.
Conducts second-level review and approvals of performance evaluations conducted by
Supervising Administrative Assistants.
• In conjunction with the Office Head and other members of the management team,
coordinates case assignments and daily activities; modifies and authorizes work
procedures; implements policy and process changes developed at a higher
management level; ensures work is completed to effectively manage time, travel and
resources; and, resolves personnel and other matters.
• Assists the Office Head in administrative duties such as leading meetings; serving as a
resource or technical expert to other staff including recognizing and answering ethical
questions and identifying conflict determinations; filling system wide, State Office needs;
and, assisting in related regional office matters.
• Coordinates day-to-day activities and work flow of the office, provides administrative
support to attorneys, and oversees administrative staff to ensure work is completed in a
Colorado Public Defender – Class Description
timely fashion. Resolves issues that arise related to court processes and the operations
of the office. Prioritizes and resolves procedural problems to ensure effective and
efficient work flow.
• Develops and administers office procedures for a regional office in accordance with
agency wide rules and policies. Serves as a liaison with the State Office to coordinate
administrative responsibilities related to personnel actions, leave tracking, state vehicles,
mandated costs, travel and mileage reimbursements, purchasing supplies, and to
ensure compliance with state and regional office policies and procedures. Primary
contact for matters related to building maintenance.
• Assists employees and managers in conjunction with the State Office to administer
personnel matters such as processing personnel action forms, enrolling in group benefit
plans, and submitting leave forms.
• Assists in coordinating training and conference attendance for regional office staff;
assists with completing training approval forms and submits to State Office for
processing and approval.
• Delivers training to regional office administrative support staff, other regional office staff
and interns on court processes, utilizing the Colorado Courts Data Access and Case
Management Database systems, and related office policies and procedures. Delivers
training related to administrative support tasks and procedures within the regional office
and agency-wide as needed. Serves as a mentor being readily and regularly accessible
to assigned administrative support staff.
• In addition to having the skills and ability to perform all tasks of administrative support
staff, office managers demonstrate advanced knowledge and understanding to interpret
the eligibility guidelines; handle and resolve problems with more complex applications;
and, ensure compliance with policies and procedures. In offices with limited support
staff, the office manager is typically required to perform all routine, non-routine and
complex administrative and clerical work on a regular basis, which may include providing
client support; processing eligibility applications; managing case files from opening
through closing and file destruction; and, maintaining and updating information in the
Case Management Database. In an office with a larger administrative staff, the office
manager may perform technical administrative support work on an infrequent basis, if
necessary.
• Runs reports and compiles data from the Case Management Database for the purpose
of tracking statistics and providing summary reports for office management; and,
conducts conflict checks of complex cases for referral to the Office Head.
• Acts as office representative during all office audits, with ability to provide auditors with
information they require regarding the operation of the office. Responsible for enforcing
office procedures to ensure audit requirements are met.
• May transcribe interviews conducted by the defense team or law enforcement, which
requires attention to detail. May be required to testify in court or sign a sworn affidavit
regarding the accuracy of transcripts, administrative matters and record keeping.
• Assists other regional offices in performing a variety of support services, as assigned.
• Attends meetings and trainings as required.
• Performs other duties as assigned.
QUALIFICATIONS
Education and Experience:
Graduation from high school supplemented by legal secretarial or college courses in a related
field; progressively responsible experience with the State Public Defender’s Office; and,
demonstrated experience, skills and training in leading others. A combination of education,
training and experience with the State Public Defender’s Office, law office or comparable work
that demonstrates the knowledge, skills and competencies required to perform the duties at this
level may substitute for the education or experience.
• Valid driver’s license.
Knowledge (position requirements at entry):
• Principles and processes in providing quality client and personal services;
• Advanced administrative and clerical procedures and systems such as word processing,
managing files and records, transcription, designing forms, and other office procedures and
terminology;
• Office policies and procedures;
• Court procedures and terminology;
• Principles of client-attorney privilege; English language, grammar and punctuation;
• Basic math (addition, subtraction, multiplication and division).
Skills (position requirements at entry):
• Leadership skills to effectively mentor, train, develop and guide others; delegate
responsibilities; and set an example for other administrative support staff;
• Ability to evaluate performance, provide feedback on performance, and write objective and
comprehensive employee evaluations;
• Strong client service focus;
• Maintaining client and office confidentiality;
• Applying and interpreting applicable rules, guidelines, policies and procedures;
• Ability to recognize and assist in answering ethical questions;
• Ability to recognize and assist with conflict determinations;
• Time management to manage one’s own time and the time of others;
• Completing multiple tasks and assignments with frequent interruptions;
• Ability to handle emergency or crisis situations;
• Proficient in standard software applications such as, Microsoft Office Word, Excel, Power
Point, internet browsers, e-mail, and Adobe Acrobat;
• Ability to operate audio/visual software and equipment;
• Ability to develop and maintain effective working relationships with co-workers, court
personnel, clients and client families, and public from diverse backgrounds;
• Operation of common office tools and equipment such as calculators, desktop computers,
printers, photocopiers, and fax machines;
• Effective communication, verbal and written, sufficient to exchange or convey information;
includes giving/receiving work direction.
Physical Requirements (Employees must be able to meet the physical demands of the job,
with or without reasonable accommodation.)
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force
frequently, and/or a negligible amount of force constantly to move objects. Physical demands
are in excess of those of sedentary work. Light work usually requires walking or standing to a
significant degree.
• Occasionally required to stoop and kneel;
• Ability to sit for extended periods of time;
• Talking and hearing;
• Reaching with hands and arms, using hands and fingers.