Office Manager at Colorado Department of Revenue

Department Information

Colorado’s Office of the State Public Defender (OSPD) maintains a reputation as one of the top organizations in the nation specializing in the delivery of indigent criminal defense. We operate as an independent agency within the Judicial Branch of Colorado State Government with nearly 1,000 dedicated employees assigned to twenty-one Regional Trial Offices, a centralized Appellate Division, and a centralized Administrative Office. The mission of OSPD is to defend and protect the rights, liberties and dignity of those accused of crimes who cannot afford to retain counsel. We do so by providing constitutionally and statutorily mandated representation that is effective, zealous, inspired and compassionate.

We seek to hire professionals who are dedicated to furthering our mission and demonstrate compassion in their service to our clients. We are a fast paced, team-oriented environment, where self-motivation and a personal commitment to high performance are important attributes for success.

Benefits Of Working For Ospd

• Health Care Insurance
• Basic Vision Insurance - included with medical plans
• Dental Insurance
• State Paid Life Insurance
• State Paid Short-Term Disability
• FSA – Healthcare and Dependent Care
• HSA Plan with Employer Contribution
• Generous Paid Time Off
• 11 paid holidays
• Access to Mental Health and Well-Being Resources
• Colorado PERA
• 401(k) and 457 Supplemental Retirement Plans
  
  

For more information on benefits please visit https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits . For additional information on PERA visit www.copera.org .

Additional information about the Office of the Colorado State Public Defender can be found at: http://www.coloradodefenders.us/

Description Of Job

This is a full-time Office Manager position assigned to the Arapahoe Regional Trial Office in Centennial, CO. The position is responsible for performing management and administrative duties to support daily operations of the office and staff. The Office Manager assists the Managing Attorney/Office Head in coordinating day-to-day activities and workflow of the office; provides administrative support to attorneys; and supervises administrative staff. The individual assigned to this position must have strong customer service skills and be patient with and supportive of indigent people charged with crimes. The working environment is fast-paced and has a high volume of telephone calls, client interaction, and frequent interruptions.

Primary Duties And Responsibilities

• The office manager must be able to perform the full range of routine to complex administrative and clerical work, including but not limited to, 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 system. In an office with a larger administrative staff, the office manager performs routine administrative support work on an infrequent basis.
• Serves as a liaison with the centralized 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 statewide and policies and procedures. Serves as the primary contact for matters related to building maintenance.
• In conjunction with the State Office, assists in onboarding new employees and processing personnel and payroll forms.
• Assists in developing and implementing regional office procedures in accordance with statewide rules and policies.
• Assists in training regional office staff and interns on in-house office and court processes, utilizing the data access and case management database systems, and related office procedures.
• 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.
  
  

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.

• As a member of the regional office management team, participates in strategic planning related to staffing resources, staff assignments, scheduling, and case management to ensure office activities and operations are effective and efficient.
• Runs reports and compiles case management data as required for statistical tracking and reporting. Provides auditors with information required for office operations.
• Supervises administrative support staff 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.
• Attends meetings and training as required.
• Performs other duties as assigned.
  
  

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

• High school diploma or equivalent (G.E.D.), supplemented by legal secretarial or college courses in a related field.
• 4 years of progressively responsible experience providing administrative and clerical support and quality client service such as managing electronic and hardcopy files/records, and preparing and processing documents and forms, in a law office, the State Public Defender’s Office, or other comparable experience; and, demonstrated experience, skills and training in leading others.
• Demonstrated experience, skills and training in leading others.
  
  

Preferred Qualifications

• Training, education or experience that provided knowledge of court systems and legal terminology.
• Experience working in an environment serving indigent populations.
• Spanish-speaking skills.
  
  

Supplemental Information

The Office of the Colorado State Public Defender provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, national origin, gender, age, sexual orientation, gender identity, religion, disability or other protected status, in accordance with applicable federal, state and local laws. Consistent with this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including the application and selection process. If you have a disability and require reasonable accommodation, please contact [email protected]