Sunday, May 22, 2022

Office Manager

District Attorney's Office

Recruitment #21-9999-17

Introduction

 

 

The Alameda County District Attorney's Office upholds Alameda County as a safe and livable community through the fair and effective administration of justice; compassionate and committed support of crime victims; innovative programs that provide opportunities for rehabilitation and reintegration; and programs designed to enhance the lives of vulnerable populations, children and youth for a bright, healthy future. Read more about our mandated services.

 

The Alameda County District Attorney’s Office is comprised of approximately 150 attorneys, 60 inspectors, 30 Victim-Witness advocates and claim specialists, as well as a variety of administrative, finance, and communications professionals. Our jurisdiction covers over 800 square miles and our staff work in 9 offices located throughout the County.

 

We have six specialized divisions within the office:

 

§ Criminal Prosecution

§ Juvenile Justice

§ Consumer, Environmental and Worker Protection

§ DA Inspectors

§ Victim-Witness Assistance

§ Alameda County Family Justice Center

DESCRIPTION

Overview: The ACFJC’s Office Manager conducts critical operational functions to ensure that the ACFJC runs smoothly, and that staff has the information, equipment, and resources needed to efficiently and effectively work toward our mission. The office manager is adept at leading and managing a variety of simultaneous projects, which require the particular talent of being able to communicate effectively with all levels of the organization as well as with onsite and offsite partners and key external stakeholders.  The Office Manager, under the direct supervision of the ACFJC Executive Director, will work on-site at the ACFJC providing general office administration and support.

Skills & Abilities:  A successful Office Manager is a very flexible person who can stay productive when the demands of work are pulling you in many different directions at once.  They are at their best in dynamic situations and have the ability to perform professionally in a fast-paced environment with the grace and willingness to change direction when circumstances demand.  They thrive in situations with many things going on at the same time.

A successful Office Manager is a self-starter, who when faced with a complex situation involving many factors, enjoys managing all variables and trying to figure out the best way to get things done. A successful Office Manger must have be utterly dependable, have an excellent attendance record and understand the importance of being punctual. Attention to details is important but so is the ability to approach any task with a strong drive to understand the intention behind the data and enjoy helping to interpret it for others.

A successful Office Manager has strong communications skills which are necessary to effectively collaborate with a variety of people and organizations. This includes having a thorough knowledge of ACFJC’s Partner and community resources. She/he/they will be expected to demonstrate strong professional judgment, organization, professional etiquette, and have strong problem-solving skills.

Under the supervision and direction of the Executive Director, the Office Manager will perform the following job responsibilities.

Responsibilities:

  • Support the Management Team in compiling and creating monthly, quarterly, calendar year, fiscal year data reports and analysis of client demographic and services received for the following:
    • ACFJC Program Data for Client Access Log, Navigation, Women’s Empowerment Program, Youth Empowerment Program, KidZone
    • All Grants, Including XC, ICJR, LAV, KAISER, XL
    • Research and collect data for use in grant applications, reports, and to respond to inquiries by county staff and community-based organizations
  • Data collection and Reconciliation of Demographic Data from all ACFJC onsite Partners of clients and services.
  • Maintain Efforts to Outcomes (ETO) Database and manage data accuracy for all ACFJC staff using ETO.
  • Ongoing training for ACFJC staff regarding ETO Database and updates for data accuracy
  • Support Mannagement Team on ACFJC Partner Rent Invoices and Monthly Rent Tracker
  • Programs Budget Accounting- Youth Programs, Camp Hope, Housing & Essential Needs Fund
  • Support Management Team with New Employee and Volunteer Intern Orientation and Intake
  • Direct support to Senior Management Staff
  • Recruit ACFJC volunteers and interns; conduct interviews; coordinate background checks and fingerprinting, orientations and placement
  • Under the direction of the Executive Director, keep partner and operation manuals current; prepare annual Partnership and Occupancy Agreements
  • Coordinate ACFJC building maintenance requests with various county General Service Agency (GSA) departments
  • Coordinate IT and communication maintenance requests with county ITD and communications departments
  • Oversee front lobby operations
  • Coordinating scheduling of onsite meeting spaces
  • Manage the ACFJC’s phone directories and set-up for new staff/partners and distribute
  • Maintain ACFJC copier, fax machine, postage meter and telephone system
  • Order and manage office supplies for ACFJC Team and onsite District Attorney’s Office staff
  • Oversee the sign-in/out of ACFJC projectors and laptops and other equipment
  • Cover front desk as needed including staff vacation, sick days breaks/lunch (KidZone when needed)
  • Coordinate County-owned staff parking lot, including distributing monthly permits
  • Organization of Time-Off/Vacation Requests
  • Replenish forms for the team (room reservation forms, transportation forms, Navigator to Partner referrals and any other forms by the team inboxes)
  • Tour Packets (maintain 50 tour packets ready for staff to use)

This position is not limited to the duties described above. This is not an exhaustive list of duties and responsibilities of this position. Duties and responsibilities may be changed, expanded, reduced, or deleted to meet the business needs of the ACFJC.

MINIMUM QUALIFICATIONS

· BA or 2 years general office management experience

· Excellent organizational and time management skills

· Excellent written and oral communication skills

· Ability to relate well with people from diverse socio-economic and ethnic backgrounds

· Valid CA driver’s license

· Good computer skills with knowledge of Microsoft Outlook, Word and Excel

· Ability to handle crisis situations in a professional manner


Desirable qualifications

· Bilingual/Multilingual

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being. These benefits include but are not limited to*:

For your Health & Well-Being

· Medical – HMO & PPO Plans

· Dental – HMO & PPO Plans

· Vision or Vision Reimbursement

· Share the Savings

· Basic Life Insurance

· Supplemental Life Insurance (with optional dependent coverage for eligible employees)

· Accidental Death and Dismemberment Insurance

· County Allowance Credit

· Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance

· Short-Term Disability Insurance

· Long-Term Disability Insurance

· Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services

· Employee Assistance Program


For your Financial Future

· Retirement Plan - (Defined Benefit Pension Plan)

· Deferred Compensation Plan (457 Plan or Roth Plan)


For your Work/Life Balance

· 11 paid holidays

· Floating Holidays

· Vacation and sick leave accrual

· Vacation purchase program

· Management Paid Leave**

· Catastrophic Sick Leave

· Group Auto/Home Insurance

· Pet Insurance

· Commuter Benefits Program

· Guaranteed Ride Home

· Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)

· Employee Discount Program (e.g. theme parks, cell phone, etc.)

· Child Care Resources

· 1st United Services Credit Union


*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement. This provides a brief summary of the benefits offered and can be subject to change.

Conclusion

TO APPLY: Access the application by clicking here: DA Application

All completed applications should be emailed to DA Jobs, at da.jobs@acgov.org .

All applications must be submitted no later than 5:00 p.m. on Wednesday, December 29, 2021.

The District Attorney Office is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.