Colorado Judicial Branch
Administrative Office Manager
Job Title
Administrative Office Manager
Job Code
R41806
Job Series
Trial Courts/Probation
FLSA Status
Exempt
OCC Group
Professional Services (PS)
Signature of the State Court Administrator approval available on file in the Human Resources Division.
General Statement Of Duties
Summary of Job Classification:
Leads and oversees the unit’s administrative functions, and general administrative functions (accounting, budget, human resources, procurement and contracts, etc.). May serve on the department’s leadership or management team; participates in and provides advice regarding both short-term tactical decisions and long-term strategic planning. Manages vendor and contractor relationships; reviews and approves significant purchases or contracts. Serves as the local HR liaison; advises on human resources matters. Contributes to the development and communication of administrative policies, rules, and directives. May act as the primary liaison with the judicial branch administrative offices. Represents the department with other units and departments, partnering agencies, and vendors. Leads special administrative projects and initiatives; may oversee facilities and technology projects. May administer and manage grants. May assume some responsibilities of a Deputy in absences or where the Deputy position does not exist. Leads and manages supervisor(s) and/or support staff.
Distinguishing Factors
Human Collaboration:
Interactions and communications may result in recommendations regarding policy development and implementation. May also evaluate customer satisfaction, develop cooperative associations, and utilize resources to continuously improve customer satisfaction. Interactions have limited impact.
Freedom to Act & Impact of Actions:
Receives Limited Direction Employee normally performs assignments according to own judgment, requesting supervisory assistance only when necessary. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically. Impact of actions are significant.
Knowledge & Skills:
Advanced: Work requires advanced skills and advanced & extensive knowledge of work. Incumbent can handle complex tasks and translate complex nuances related to aspects of the job. Recognized by others within organization for technical depth of knowledge. Likely impact on organization is comprehensive.
Fiscal Responsibility:
Is responsible for functional area financial decisions. Assures that appropriate linkages exist between budget requests and functional area goals and objectives. Monitors budget plan and adjusts, as necessary.
Essential Functions Of the Position
To perform this job successfully, an individual must be able to perform each essential function listed below satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency and percentage of time may vary based on assignment.
Supervises assigned staff. Develops operational schedule, ensures equal work distribution, and covers absent staff. Addresses performance or behavior issues and sets performance expectations. Conducts yearly performance evaluations and enters feedback into the performance management system.
Manages recruitment process for all staff positions and the onboarding of new employees. Maintains staff information in Personnel Records System. Monitors and processes employees' status change from probationary to certified.
Serves as a liaison between HR and staff regarding Family Medical Leave Act, workers compensation, short term disability, and other employee policies and procedures. Shares employee resources such as required documentation or how to communicate with HR about employee reports and status of injury.
Oversees all fiscal support, including processing invoices, reconciling transactions, monitoring district budgets. Procures supplies and completes purchase reimbursement requests. Compiles statistical data and analysis to plan and budget.
Manages vendors and contractors. Reviews, verifies, and may approve contracts. Ensures accurate and timely invoices.
Provides customer service support to internal and external customers. Answers stakeholder questions and concerns. Liaises between the District, the State Court Administrators’ Office, and other external organizations.
Provides oversight for special projects and events.
Attends meetings and trainings as required.
Performs other duties as assigned.
Supervisor Responsibilities
Work requires managing and monitoring work performance of an organizational unit (i.e. Human Resources) or key work area including evaluating program/work objectives and effectiveness, establishing broad organizational goals, realigning work, and staffing assignments for the functional area. The work performed by majority of employees is semi complex.
Minimum Education
Education and Experience Equivalency:
Bachelor’s degree in the field of Accounting, Finance, Business, or related field.
OR
Additional work experience in these or other related fields may be substituted on a year for year basis for the required formal education.
Work Related Experience:
3 to 5 years of experience in an administrative field.
Licenses and Certifications:
None.
Physical Demands
Physical Effort Requirements:
Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally.
Work Environment
Work Environment:
Good-Relatively free from unpleasant environmental conditions and/or hazards.
Work Location:
Office or similar indoor environment.
Exposures:
Individuals who are hostile or irate; individuals with known violent backgrounds; communicable diseases.