Office Manager

Position Overview This position is located in the Judge Guenther Memorial Center and provides executive assistance to the Director of Court Services as well as technical and administrative support to the programs within Court Services. This position requires the ability to multi-task within a team environment as well as the ability to maintain strict confidentiality in handling sensitive data, records and information. Typical duties include employing nationally recognized accounting principles, maintain accurate records of expenditures, reimbursements, revenues and assisting the Director with budget preparation, reviewing invoices for accuracy and submitting through (MUNIS) or similar software; creating payments and reconciling expenditures and revenues; collections, billing, payment plans, fee waivers, and monitoring accuracies in regards to fees; entering data into information management systems, conducting Community Service enrollments, greeting visitors, directing clients, collection of fees from defendants, answering telephones; conducting periodic inventories of resources; assisting the Director to review and develop procedures related to the position. This position reports to the Director of Court Services and does not supervise staff. Each duty listed below makes up at least 5% of the job, and all other functions are included in Other Duties as assigned. All duties below are essential functions unless otherwise indicated. Essential Job Duties and Responsibilities Reviews, understands, and responds to defendant's basic questions concerning court referrals, release conditions, orders and other criminal justice documents. Greet visitors and respond to questions or locate the appropriate staff or officer to assist the visitor with the purpose of their visit. Answers the telephone and aids callers by responding to general and specific inquiries, interpreting information needs, directs traffic and/or fields daily calls from the public, defendant check-ins, community service workers and outside agencies locating applicable resources or connects them with the appropriate staff member or officer. Exercises general accounting principles such as documenting and accounting revenues and expenditures and reconciling accounts. Reviews invoices for accuracy and submits all invoices through the MUNIS system. Maintains accurate credit card records and submits through the MUNIS system and to the Auditor's office. Creates and submits invoices for services rendered to other departments. Provides documentation and creation of deposits. Develops, records, and reports bi-weekly payroll records. Coordinates and performs overall accounts receivable and payable processing for the Court Services. Ensures appropriate reimbursement to Court Services. Responsible for coordinating and ensuring accuracy and timeliness of the claims process for Court Services. Compare invoices from vendors with documentation on file for appropriate vendor name and address, dollar amount, invoice numbers, dates, appropriate coding, etc. Verifies the invoice is correct by reviewing all details. Checks for errors and research discrepancies by contacting the vendor to gather additional information, checking procedures and adjusts ensure accuracy. Process paperwork for Court Services assets and monitor and apply the asset tags Dispose of assets as needed, using proper procedures. Orders, tracks and keeps an inventory on all supplies and conducts periodic inventories of resources. Provides routine office duties including copying, faxing, emailing, certified mailings, etc. of various documents and develops computer generated signs and forms. Maintains and keeps the current mailing lists up to date. Enter information and data into the Court Services Department database. Assists with grant development and reporting. Documents drug and alcohol testing into the Court Services database. Oversee the fee waiver and reduction program; coordinates and tracks payment plans with eligible clients. Assists with community corrections, including enrollments in the Community Service program and the development of payment plans. Perform other clerical duties for Court Services staff as needed. Provides a basic understanding of policies and procedures to the Court Services employees, i.e., helping with time sheets, vacation, comp-time, leave requests, etc. Maintains Department policies and procedures library and coordinates with supervisors to update annually or as needed. May assist the Director with budget reviews and development of fiscal budget planning and development. Maintains statistical information for evaluation of goal achievement. Other Duties as Assigned Performs a variety of other duties as assigned by the Director of Court Services. This includes participating in special projects, participating in ongoing training and a variety of other functions as needed. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery. Qualifications This position requires the knowledge of the local court system; criminal proceedings; court orders; community corrections programs such as pretrial services and post-trial programming; knowledge of federal and state laws governing governmental fair practices; Health Insurance Portability and Accountability Act; criminal justice information requirements; bookkeeping skills; community corrections principles; motivational interviewing skills; community resources; reconciliation of revenues and expenditures and collection; creation of deposits; standard office procedures; record keeping; thorough knowledge of modern business machines and general knowledge of grant development and revenue. This position must have strong computer skills in word processing, Outlook, web pages, excel, the Internet and various other office software methods, practices, and procedures. Position must have the ability to apply knowledge; type and calculate accurately; perform administrative duties; exercise courtesy and tact in receiving the public and in giving and obtaining information; follow written and oral instructions; communicate effectively both verbally and in writing and establish and maintain cooperative relationships with those contacted in the course of work. In addition, this position must have excellent telephone skills; good listening skills and must be able to take messages accurately; can calmly and appropriately assist an occasional angry or hostile individual; ability to multi-task, prioritize, organize and problem solve. This position requires the ability to multi-task within a team environment as well as the ability to maintain strict confidentiality in handling sensitive confidential criminal justice data, records and information. Applicants for this position must possess a valid driver's license, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County's liability policies. Education & Experience The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to a bachelor's degree in accounting with a focus in criminal justice or other related social service program and/or three (3) to five (5) years related skills. Supplemental Information As a condition of hire, the final candidate will be required to successfully pass a criminal history check and driving screening. To please be prepared to attach the following required documents to be considered: Resume Three (3) work references Cover Letter Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.