Supervising Administrative Assistant
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 over 1,200 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.
How to Apply
Please e-mail your résumé and cover letter outlining your interest in this position and how you meet the qualifications to Tadeh Der-Barseghian, Office Manager at Tadeh.der-Barseghian@coloradodefenders.us by Thursday, August 22, 2024, 11:59 p.m. (Mountain Time).
The posted salary reflects a range for the job classification in the OSPD’s step and grade compensation structure. Candidate will be placed in the grade based on qualifications and may include credit for job relevant years of experience.
Resumes must include dates of employment but, you may redact or remove any information that will identify your age, date of birth or dates of attendance at or graduation from an educational institution.
Position Purpose and Objectives/Definition of Work
- Provides direct supervision over a small group or unit of administrative support staff, to include: prioritizing and assigning work; conducting employee performance evaluations and reviews; ensuring employees are trained; ensuring that employees follow policies and procedures; and, making hiring, termination, and disciplinary recommendations.
- Assists other supervisors and managers in coordinating and monitoring case assignments and day-to-day activities; modifying and authorizing work procedures; providing direction and guidance to effectively manage time, travel and resources; and, resolving personnel and other matters.
- Assists the Office Manager and Office Head in office management 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; and, filling system wide, State Office needs. Assists in other related regional office management duties such as, audits, personnel actions, leave tracking, state vehicles, mandated costs, travel and mileage reimbursements, purchasing supplies and building maintenance.
- Performs a range of administrative support duties, from routine to the most difficult and complex work involved in 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. Additionally, Supervising Administrative Assistants demonstrate advanced knowledge and understanding to interpret the eligibility guidelines; handle and resolve problems with more complex applications; and, ensure staff compliance with policies and procedures in the performance of day to day tasks.
- Delivers training to 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. Serves as a mentor being readily and regularly accessible to assigned administrative support staff.
- May assist in running standard reports and compiling data from the Case Management Database for the purpose of tracking statistics and providing summary reports for office management; and, conducting conflict checks of complex cases for referral to the Office Head.
- 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.
Position page(s) related to this position:
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Education and Experience:
- Graduation from high school supplemented by legal secretarial or college courses in a related field; two years of experience with the State Public Defender’s Office; and 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.
Benefits of Working for the OSPD
- 6 Health Plans- Kaiser and Cigna options
- 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 on the rest of our website.
NON-DISCRIMINATION
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, marital status, 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 Katey Tarkington at Katey.Tarkington@coloradodefenders.us