Job Description

We are recruiting to fill a Supervising Administrative Assistant position for Colorado State Public Defender’s regional trial offices. This is the first-line supervisor responsible for overseeing the work of a group, unit or team of non-supervisory employees within the administrative support function of the office. Supervisory responsibilities include, but are not limited to, assigning work, performance management, modifying and authorizing work procedures, and resolution of personnel matters under the direction of the Office Manager. Positions have demonstrated an advanced level of skill and experience across a broad variety of assignments involving work of the highest complexity. Positions require effective interpersonal and communication skills (e.g. providing direction and feedback, constructively dealing with conflict), as well as problem-solving. Within the assigned leadership capacity, positions are able to formulate solutions to original problems to guide less experienced staff in handling a broad spectrum of cases or work assignments. Positions assume administrative responsibilities; mentor staff through coaching, developing and training in-house or agency-wide; represent the office and agency to clients and external groups as appropriate; and, support and implement the directives of upper management. Positions perform administrative support work, frequently in an advanced capacity. Transactional workload may be reduced as deemed necessary by the Office Manager or Office Head. This classification is not progressive; positions are allocated based on the business needs as determined by the State Public Defender.

Primary Duties and Responsibilities:

• Provides direct supervision over a small group or unit of administrative support staff, including: 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.

Minimal Educational / Professional Qualifications:

QUALIFICATIONS: Employees must be able to perform the essential functions of the job, with or without reasonable accommodation.

Education and Experience:

• Graduation from high school or equivalent required. No prior experience required.
• Knowledge of English language, grammar, and punctuation.
• Knowledge of basic math (addition, subtraction, multiplication and division);
• Knowledge of standard software applications such as, Microsoft Office Word, Excel, internet browsers and e-mail.

Preferred Qualifications:

• Client/customer service experience in a fast-paced environment;
• Basic clerical and administrative skills such as, data entry, uploading electronic files, managing files/records, and answering phones;
• Training or experience that provided a knowledge of court systems and legal terminology;
• Experience working in an environment serving indigent populations;
• Spanish-speaking skills.