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Job
Descriptions - Office Manager
Human Resources Department
JOB
OPPORTUNITY
__________________
Posting
Date
MASSACHUSETTS TRIAL COURT
Job Description and Qualifications
for
Office Manager
All
Applications must be received by:
SUMMARY
OF SERIES:
This
position is responsible for supervising an office of a Clerk-Magistrate,
Register of Probate or an equivalent office. Work involves the direct
supervision of all work units and clerical staff within the office.
In addition, this series is responsible for providing service to
the public and other individuals with business with the court consistent
with policies on confidentiality.
MAJOR DUTIES:
Supervises
the activities performed in all work units within an office, including
office management, implementation of procedures, case management
and processing, records management, collection and reporting of
statistics, and accounting functions.
Supervises
and coordinates the work of subordinate supervisors and other staff,
including reviewing work performance, motivating subordinates to
work more effectively, identifying problems with performance and
developing solutions to those problems, determining training needs
to improve performance, initiating informal measures to correct
misconduct or making recommendations for formal discipline.
Assists
in the Department Head in the development and implementation of
policies within the office. Develops operating procedures, forms
and systems. Plans, develops and facilitates changes in procedures,
forms and practices, work flows, personnel assignments, and equipment.
Advises
employees when unusual work situations arise or when new procedures
are instituted.
Performs
personnel administrative tasks, including coordinating and participating
in the hiring and promotion process, supervising the training of new
employees and the ongoing training of other employees, resolving unusual
employee problems, and supervising employee time and attendance records.
Regularly meets with subordinate supervisors and other staff to exchange
information and to discuss issues affecting the office. Calls and
conducts formal staff meetings in order to exchange information and
to discuss ways to make the office function more efficiently. Prepares
written agendas, causes minutes to be recorded, prepares written summaries
of issues and action plans for review by the Department Head.
Prepares manuals and other materials describing procedures and standards.
Prepares reports as required by the Department Head.
Regularly monitors the accuracy, completeness, and timeliness of case
processing activities within all of major work units of the office.
Provides
customer service to attorneys, litigants, law enforcement personnel,
and the general public. Serves as a point of contact for information
concerning the activities of the office who is capable of responding
to all inquiries within established guidelines. May use specialized
communication skills in performing these duties.
Trains
staff in the use of automated systems and word processing software,
introduces new versions or functions, trouble shoots problems, and
attends meetings.
Assists in the preparation and maintenance of the office budget.
Supervises the management, retrieval, and destruction of court records
within established guidelines.
Supervises and or performs special projects as required.
Performs the duties of a lower level series as required.
POSITION REQUIREMENTS:
Graduation
from high school or its equivalent and a minimum of eight years
of experience in an office, including supervisory experience, or
an equivalent combination of education and experience.
Comprehensive
knowledge of court procedures, legal documents, laws and factors pertaining
to the court.
Comprehensive knowledge of the organization, functions, responsibilities
and procedures of the court.
Considerable knowledge of Trial Court personnel policies and procedures
and demonstrated ability to use those policies and procedures to resolve
problems.
Considerable knowledge of the Trial Court Record Retention Schedule
and effective records management techniques.
Considerable knowledge of effective supervisory and management techniques.
Considerable knowledge of and ability to use personal computers and
related software.
Demonstrated ability to organize, direct, and perform high level supervisory
duties in a manner conducive to full performance and high morale.
Demonstrated ability to identify problems within an office and to
develop feasible solutions.
Ability to maintain a variety of complex records and to prepare reports
from such records.
Ability to express ideas concisely and clearly, orally and in writing.
Ability to perform the full range of case processing duties.
Considerable interpersonal skills, including the ability to establish
and maintain effective working relationships with others.
Considerable experience and demonstrated ability to serve the public
and others with business before the court in a courteous and professional
manner.
Excellent writing skills and the demonstrated ability to develop written
reports and action plans.
SALARY:
Completed Trial Court Application for
Employment should be forwarded to:
Trial Court Applications for Employment
are available at all court locations and at the Administrative Office.
AFFIRMATIVE
ACTION/EQUAL OPPORTUNITY EMPLOYER
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