Lancaster County

Assists Chief Public Defender ("CPD") in preparing, administering, managing and regulating budget.. Manage office business in coordination with other departments, including but not limited to Facilities Management, Controller's Office, Budget Services, Human Resources, Bail and Court Administration, Prison, Adult Probation/Parole, Information Technology; f.. Supervise preparation of travel approval requests for mandatory continuing legal education seminars for assistant public defenders and CPD, including those that qualify for death penalty credits for selected attorneys; apply for discounted rates on all eligible seminars; prepare materials for scholarships and/or grants; j.. Oversee management of administrative appellate matters, including appellate files and forms, notices of appeal, docketing statements and client status letters; c.. Handle daily administrative business for CPD in his absence; consult with Deputy Public Defender when necessary on legal matters.

deputy administrator

JOB SUMMARYDeputy administrator for employee law office providing legal representation to adults charged with criminal offenses and juveniles in delinquency proceedings. Oversees administrative operations of office. Manages and supervises work of administrative staff. Assists Chief Public Defender ("CPD") in preparing, administering, managing and regulating budget. Oversees application and protocol of data entry into information technology case management system (LegalEdge). Addresses health and safety related issues. Assists CPD in addressing Human Resource issues and processes staff requests for time off. Administrates payroll. REPORTING RELATIONSHIPSSupervision given to positions reporting to the deputy administrator: 1 paralegal; 4 legal secretaries, 2 clerical specialist II; 1 clerical specialist I; 2 secretaries. Supervision received directly from the CPD. ESSENTIAL JOB FUNCTIONS1. Office Management: a. Supervise, manage and evaluate work of administrative staff; b. Assist in recruiting and hiring staff, including attorney hires; c. Assign, delegate and monitor work of administrative staff for accuracy and efficiency; d. Formulate, recommend and enforce office policy and procedure; e. Manage office business in coordination with other departments, including but not limited to Facilities Management, Controller's Office, Budget Services, Human Resources, Bail and Court Administration, Prison, Adult Probation/Parole, Information Technology; f. Oversee and manage overall office equipment and supplies; g. Oversee and ensure efficient and effective administrative operations of office, to include assisting in client intake interviews at both the prison and office, when necessary. h. Ensure support staff are cross-trained in other support staff members' roles to so that file preparation and management is not delayed and attorneys have all materials needed for court. 2. Budget Management and Fiscal Supervision: a. Prepare and Create annual budget proposal to Commissioners, in consultation with CPD; b. Attend training to remain current with new PeopleSoft software used for budget preparation; c. Attend budget meetings with the Commissioners’ representatives and the Controller’s Office representatives to provide fiscal information; assist CPD in explanation of budgetary proposals; d. Monitor expenditures on a daily basis; e. Coordinate and manage the origination and approval of check requests, purchase orders, budget revisions and all other interdepartmental forms, including budget-related transfers, after consultation with CPD; f. Prepare payroll; g. Analyze short and long term goals of office as they relate to yearly expenditures and advise CPD accordingly; h. Assist CPD in tracking dates for employee reviews and submitting to HR deaprtment; i. Supervise preparation of travel approval requests for mandatory continuing legal education seminars for assistant public defenders and CPD, including those that qualify for death penalty credits for selected attorneys; apply for discounted rates on all eligible seminars; prepare materials for scholarships and/or grants; j. Manage annual office applications to various organizations; answer survey requests; k. Supervise preparation of annual application for professional liability insurance; investigate alternative insurance sources. 3. Record Management/File Maintenance/Information Technology Manager a. Maintain specialized (legal and operational) files unique to office; b. Oversee management of administrative appellate matters, including appellate files and forms, notices of appeal, docketing statements and client status letters; c. Act as liaison for the Public Defender’s Office with Information Technology and Facilities Management; monitor problems and report them promptly; e. Inform staff of interdepartmental developments as they relate to the PD’s Office, including training opportunities and implementation of new programs and procedures; f. Assist CPD in formulating and implementing office-wide protocol of electronic scanning and storage of client case files, including newly opened files, cases pending appeal and closed files required to be maintained by law. g. Collect, analyze and report case/client data to CPD and related court personnel, as required, in effort to complement existing and newly formed committees or initiatives designed for the efficient administration of the criminal court system. 4. Human Resource Management/PeopleSoft Administration a. Administer and process office staff requests for time off; b. Assist CPD in posting job vacancies; c. Assist CPD in creating agenda for office staff meetings; attend staff meetings and act as secretary for attorney staff meetings; conduct staff meetings for administrative staff; d. Cover/fill-in administrative positions in absence of staff members, when necessary; e. Coordinate administration of annual employee benefit open enrollment process. OTHER SPECIFIC TASKS OR DUTIES 1. Provide information to CPD concerning administrative staff job performance; 2. Facilitate efficient and effective operation of office; recommend policy; give corrective action to administrative staff; 3. Supervise training of new administrative employees; assign work to administrative staff in logical and efficient manner; coordinate all new hire training in conformity with County policy. 4. Handle daily administrative business for CPD in his absence; consult with Deputy Public Defender when necessary on legal matters. 5. Keep the Comprehensive Business Recovery Plan current; 6. Consult with the Information Technology department to implement and maintain case/file electronic management program and implement other new computer projects, as needed. 7. Train and cross-train new and existing staff in office procedures and policies; 8. Inform attorneys and other staff of County policies; 9. Assist in hiring of administrative staff and recommend upgrades and re-evaluation of current job responsibilities; . Evaluate job performance of clerical staff; . Coordinate information provided by Human Resources with office staff; . Preview CPD daily mail from inmates and court personnel, as well as court documents; prepare information to present to CPD.. Serve in paralegal capacity to First Deputy and CPD for scheduling court appearances, video conferencs, and phone conferences with clients incarcerated in other facilities.. Assist CPD with reassigning departing attorneys client files; ensuring upcoming court appearances have counsel confirmed; re-establishing contact with clients when attorneys resign; serve as liason with clients during Trial Call of Lists or Status Conferences, while attorneys are in court. . Keep court lists for Status Conferences and Calls of List updated on behalf of attorneys who are on leave or left the office.MINIMUM QUALIFICATIONS 1. Minimium of Baccalaureate degree (e.g. Bachelor of Arts, Bachelor of Science), preferred.2. Substantial experience in managing a budget, managing a law office (or other business office) and specialized knowledge and experience in the criminal justice system. 3. Any equivalent combination of education, experience and training that provides the required knowledge, skills and ability to perform this job.KNOWLEDGE, SKILLS AND ABILITIESCommitment to providing high level of service to clients, staff and other members of the criminal justice system. Advanced level of understanding of the criminal justice system and high level of organizational skills with ability to multi-task and resolve problems effectively and efficiently. Experienced level of budget management and operational management. Ability to communicate effectively with other county departments and court personnel. Strong interpersonal skills and proficiency in communicating with clients, the public, members of Public Defender staff and other professionals. Sharp analytical skills to identify and resolve operational issues and to provide advice to CPD. Flexibility to alter agenda as issues arise. REQUIRED LICENSES/CERTIFICATIONS/CLEARANCESNone.PHYSICAL REQUIREMENTS/WORK ENVIRONMENTWork is primarily sedentary in nature, no special demands are required.

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