Office Manager-Superior 8

Location:

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010.  Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”.  Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION DESCRIPTION

COUNTY OF HAMILTON, INDIANA

POSITION: Office Manager

DEPARTMENT: Superior Court 8

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS:  Full-time

FLSA STATUS:  Non-exempt

2027 HOURLY RATE: $31.0434 per hour

**Resume and Cover letter required

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Incumbent serves as Office Manager for Superior Court 8, responsible for managing office operations, coordinating court schedules, administering department budget, and supervising personnel.

DUTIES:

Supervises and directs assigned personnel, including interviewing applicants, making hiring recommendations, planning/delegating work assignments, providing training and corrective instruction, evaluating performance, maintaining discipline, and discussing staff problems with Judge as needed.

Serves as department liaison with other County departments and attorneys.

Manages all office operations, ensuring efficient, timely workflow. Oversees scheduling of all hearings and trials, ensuring scheduling within required time limits according to Indiana Rules of Court.

Prepares and processes small claims files, including chronological case summary entries, body attachments, and final order garnishments. Processes court orders signed by Judge.

Performs duties of other department personnel in their absence. Arranges for attorneys to serve as pro tem judge in Judge's absence.

Prepares payroll by entering time clock omissions, hours worked, leave, and comp time on computer, verifying computer calculations of amounts and time off.

Scans all documents generated within the court and court office; orders generated from scheduled hearings, CCS entries, correspondence from unrepresented parties, miscellaneous documents.  Places scanned documents in appropriate queue for processing.

Assists bailiff at informal pre-trials when needed.

Performs related duties as assigned.

I.  JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED and a minimum of three years of relevant clerical experience, preferably in a legal/court environment, or equivalent combination of education and experience.

Thorough knowledge of Indiana Rules of Court, and standard office and court policies, procedures and related terminology, and ability to apply such knowledge to a variety of interrelated tasks.

Working knowledge of basic bookkeeping principles, and ability to make relevant arithmetic calculations in preparing payroll and claims/vouchers, preparing and maintaining budget records, and compiling various reports.

Ability to type with speed and accuracy and properly operate a variety of standard office equipment, including computer, printer, calculator, telephone, fax machine, transcriber/dictaphone, court reporting equipment, and copier. 

Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, law enforcement agencies, Bureau of Motor Vehicles, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to understand and follow written and oral instructions/directions and appropriately respond to constructive criticism.

Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to work alone and with others in a team environment with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers.

Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.

Ability to occasionally work extended and/or evening hours.

II.  RESPONSIBILITY:

Incumbent performs moderately complex duties according to well-established department/court policies and procedures. Incumbent receives general supervision, with priorities primarily determined by supervisor and service needs of the public. Errors in incumbent's work are usually prevented through procedural safeguards and are detected through notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction, and work delays to other departments, agencies or the public.

III.  PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, attorneys, law enforcement agencies, Bureau of Motor Vehicles, and the public for purposes of exchanging information, explaining/interpreting policies and procedures, resolving problems, coordinating office and court operations, and supervising personnel.

Incumbent reports directly to Superior Court 8 Judge.

IV.  PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment involving hearing communication, speaking clearly, and keyboarding. Incumbent occasionally works extended and/or evening hours.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Office Manager for Superior Court 8 describes the duties and responsibilities for employment in this position.  I acknowledge that I have received this job description and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.