TO: ALL QUALIFIED APPLICANTS

FROM: HUMAN RESOURCES

DATE: April 25, 2024

OFFICE MANAGER FOR CITY ATTORNEY'S OFFICE

The Office Manager for the Jonesboro City Attorney's Office must have strong administrative skills. This position manages the office in addition to preparing court dockets and drafting correspondence from the attorneys to the public. The position is also the first line of contact with the public and attorneys involved in cases being handled by the office. Good people skills and time management are essential. Must be organized and detail-oriented. Knowledge of the computer systems used by the court system and the police department is a plus. This is a security sensitive position and applicants must complete a background check and drug test.

Minimum Qualifications

High School Diploma or equivalent; plus 3 years of related experience and/or training.
Management experience is preferred.
Prior similar job experience is preferred.
Valid driver's license.
Successful background check and drug screen

Salary Grade: Grade 113/$39,442 - $43,353 minimum starting pay ($18.96 - $20.84 per hour)

The City of Jonesboro is an Equal Opportunity Employer (EOE).

Job Description

Pay-type: hourly, non exempt

Department: City Attorney's Office`

Reports To City Attorney

Location: 410 W Washington, Jonesboro AR

GENERAL DESCRIPTION OF POSITION

This security sensitive position (SS) to manage the day to day operations and to provide administrative support to the City Attorney's Office. The Office Manager for the Jonesboro City Attorney's Office must have strong administrative skills. This position manages the office in addition to preparing court dockets and drafting correspondence from the attorneys to the public. The position is also the first line of contact with the public and attorneys involved in cases being handled by the office. Good people skills and time management are essential. Must be organized and detail-oriented. Knowledge of the computer systems used by the court system and the police department is a plus. This is a security sensitive position and applicants must complete a background check and drug test.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Type, mail and file all correspondence for City Attorney. This duty is performed daily.

2. Maintain District Court docket and case files. This duty is performed daily.

3. Prepare District Court trial docket, attach served subpoenas, and perform discovery. This duty is performed daily.

4. Schedule continuances. This duty is performed weekly.

5. Process petitions for noncompliance. This duty is performed weekly.

6. Keep court calendar and set appointments. This duty is performed daily.

7. Process incoming and outgoing mail. This duty is performed daily.

8. Order and maintain office supplies. This duty is performed weekly.

9. Process affidavits as assigned by Assistant City Attorney. This duty is performed weekly.

10. Answer telephone and assist visitors. This duty is performed daily.

11. Operating a city vehicle is required for the essential functions.

12. Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

Knowledge of a specialized field (however acquired), such as basic accounting, computer, etc. Equivalent of four years in high school, plus night, trade extension, or correspondence school

specialized training, equal to two years of college, plus 3 years related experience and/or training, and

1 to 6 months related management experience, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to use common sense understanding in order to carry out detailed written or oral instructions. Ability to deal with problems involving a few known variables in situations of a routine nature.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver License

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Not indicated.

SOFTWARE SKILLS REQUIRED

Advanced: Word Processing/Typing

Basic: 10-Key, Alphanumeric Data Entry, Contact Management, Database, Presentation/PowerPoint, Spreadsheet

INITIATIVE AND INGENUITY SUPERVISION RECEIVED

Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.

PLANNING

Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.

MENTAL DEMAND

Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

RESPONSIBILITY FOR WORK OF OTHERS

Responsibility for work of others: Will oversee other administrative assistance

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

Ordinarily has little, if any, association with funds, supplies, equipment or other property where there would exist any appreciable opportunity for damage, misappropriation, or other monetary loss.

ACCURACY

Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.

ACCOUNTABILITY FREEDOM TO ACT

Generally controlled. General processes covered by established policies and standards with supervisory oversight.

ANNUAL MONETARY IMPACT

The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, and savings from new techniques or reduction in manpower.

None. Job does not create any dollar monetary impact for the organization.

IMPACT ON END RESULTS

Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.

PUBLIC CONTACT

Regular contacts with patrons, either within the office or in the field. May also involve occasional self initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.

EMPLOYEE CONTACT

Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Occasional use of highly complex machines and equipment; specialized or advanced software programs.

WORKING CONDITIONS

Periodically exposed to such elements as noise, intermittent standing, walking, occasionally pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, talk or hear; frequently required to reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl; and occasionally required to stand, walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

ADDITIONAL INFORMATION

Not indicated.