Supervisory Administrative Assistant

The Supervisory Administrative Assistant supervises at least three members of the administrative staff and provides support and advice to the Defender and/or Administrative Officer in a variety of administrative and management matters. The position reports directly to the Administrative Officer and interfaces regularly with leadership and staff at all levels, requiring the ability to manage competing demands effectively and communicate clearly in both written and verbal form.

General administration and management: responding to administrative inquiries from staff, ensuring adherence to personnel and procurement procedures and regulations, and assisting in the maintenance and monitoring of internal controls. Financial management: assisting with financial operation and budget projections, reviewing and analyzing relevant data for staffing needs and resource allocation purposes, monitoring and controlling expenses and day-to-day accounting functions alongside the financial administrator, maintaining accounting records, and preparing and reviewing vouchers for payment. Personnel administration and management: providing the Defender and Administrative Officer with technical advice in the areas of staffing, recruitment, compensation, and evaluation of employees, assisting in the creation of personnel policies, and maintaining personnel records. Space, telecommunications, and office automation management: coordinating construction projects and office relocations, renovations and repairs, assisting with the procurement, installation and oversight of telecommunications equipment, and contracting for office equipment and furniture. Purchasing, procurement, and property management: acts as advisor to staff in purchasing and procurement matters, monitors funds, assists with maintenance of data and administrative files. Office operations: relieves the Administrative Officer of routine operation concerns, supervises office staff as assigned, may participate in training programs and other educational events for staff members. Other duties: as designated by the Defender, may supervise the work of the Financial Administrator, Property and Procurement Administrator, and Personnel Administrator. Preferred qualifications include: An advanced degree in business administration, finance, public administration, organizational leadership, business analytics, or a related field. Prior experience in a state or federal public defender officer or comparable state or federal government agency. Spanish fluency is highly preferred.