OFFICE ADMINISTRATOR

 

The Montgomery County Public Defender’s Office (MCPDO) seeks a skilled professional to manage its operational performance.  The ideal candidate will have experience preparing complex governmental budgets, managing human resources functions, and developing and reporting performance metrics.  The successful candidate will be responsible for the following:

• Management and administrative analysis;

• Financial management;

• Accounts payable;

• Personnel administration;

• Supervision and training;

• Management of space and facilities; equipment; telecommunications and office automation management;

• Property, records and procurement management; and

• Assist in the day-to-day operations of the office.

 

 

THE SUCCESSFUL CANDIDATE WILL HAVE:

 

• Strong verbal and written communications skills;

• A demonstrated ability to perform complex analytical activities;

• Organizational ability and record keeping skills;

• The ability to multitask effectively to meet goals in a timely fashion;

• A strong command of office technology including Microsoft Office and applicable specialized accounting and finance software applications;

• Internal and external customer service orientation;

• An understanding of the relevant state and federal laws pertaining to governmental accounting, human resources and budgeting;

• The ability to prepare, examine, analyze and verify financial documents and reports;

• Strong interpersonal skills;

• The ability to supervise the work of others;

• Comprehensive knowledge of administrative management principles, practices, methods and techniques;

• Ability to identify and evaluate pertinent facts and regulations, policies and laws applicable to the office;

• Comprehensive knowledge of fiscal processes including budget preparation and management;

• Office automation, procurement, personnel management, and operations in a legal environment; and

• Experience as an administrative manager performing progressively responsible duties.

 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 

The following duties are performed personally, in cooperation with the Public Defender, and/or in coordination with other Public Defender staff and the Office of Indigent Defense Services.  Additional duties may be assigned.

• Manages, coordinates, and participates in the development of the Office’s annual budget;

• Develops preliminary and final budget documents;

• Participates in budget meetings;

• Analyzes revenue and expenditure variances relative to the adopted budget and prepares monthly management reports including recommendations;

• Prepares revenue and expenditure projections;

• Reviews staff budget reports and works with other managers to resolve problems and discrepancies;

• Prepares operational and budget reports as required;

• Implements, monitors, and evaluates budget policies and procedures, and makes recommendations as necessary;

• Provides expert and professional assistance and support to the Public Defender and staff on budget and other related matters;

• Performs high level, complex special projects and studies as assigned;

• Prepares reports and correspondence associated with projects and studies;

• Makes presentations to internal and external stakeholders as needed;

• Resolves problems and discrepancies with staff;

• Maintains and updates job requirements and job descriptions for all positions;

  • Maintains the recruiting, testing, and interviewing program; counsels managers on candidate selection; conducts and analyzes exit interviews; recommends changes based on feedback;

• Conduct orientation and training programs;

  • Maintains the offices pay plan by conducting periodic pay surveys; scheduling and conducting job evaluations; preparing pay budgets; monitoring and scheduling individual pay      actions; recommending, planning, and implementing pay structure revisions;
  • Ensures planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors;

• Maintains employee benefits programs and educates employees on the benefits available to them;

  • Ensures legal compliance by monitoring and implementing applicable human resource federal and state requirements; conducting investigations; maintaining records; representing the organization at hearings;

• Maintains management guidelines by preparing, updating, and recommending human resource policies and procedures;

• Maintains historical human resource records by designing a filing and retrieval system; keeping past and current records; and

• Manages the Office’s accounts payable and procurement functions.

 

 

SKILLS/QUALIFICATIONS:

 

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

• Bachelor’s degree from an accredited college in accounting, finance, business administration, public administration, or closely related field required;

• Master’s degree in a related field is desired;

  • Five years of responsible, professional experience in human resources, budgeting, accounting, or related finance field with at least three (3) years of experience in a governmental office including budget responsibilities required; additional government experience is desired.

 

 

COMPENSATION AND BENEFITS:

 

Salary Range: $ 38,000 - $65,000

Employees of the Montgomery County Public Defender’s Office receive State of Alabama employee benefits including:

• Low-Cost Health/Dental Insurance (Single Coverage);

• Optional Family Coverage (Health/Dental);

• Accrue Thirteen Annual Leave Days per Year;

• Accrue Thirteen Sick Days per Year;

• Thirteen Paid Holidays per Year;

• Retirement Plan; and

• Flexible Employee Benefit Plans.

 

 

THE MONTGOMERY COUNTY PUBLIC DEFENDER’S OFFICE IS AN EQUAL OPPORTUNITY EMPLOYER.

 

We encourage all qualified applicants to apply without regard to age, color, national origin,

disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression.

 

Interested applicants should send a resume and cover letter to careers@montgomerydefender.org. Please indicate the position(s) you are applying for in the subject line.

Positions within the Montgomery County Public Defender’s Office are at-will and not subject to the State of Alabama’s Merit System.