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ADMINISTRATIVE OFFICER (DISTRICT ATTORNEY)
DISTINGUISHING FEATURES OF THE CLASS
Under general supervision of the District Attorney or Chief Assistant District Attorney, an employee in this class is responsible for the effective administration, management and planning of activities in the areas of personnel management, general office management, procedural systems design and implementation, data processing and grants administration. This is an important administrative and managerial position covering all non-legal activities necessary in the operation of the District Attorney's Office, and allows the District Attorney and his staff the freedom to attend to the legal affairs of the Office. Work also involves providing assistance to the District Attorney in terms of analyzing, designing and implementing management systems to improve work flow, case load management, record keeping procedures and other problems for the entire office.
Work is performed with considerable leeway for independent action and judgement, subject to regular conferences with the District Attorney for decisions and direction on significant matters and general supervision from the Chief Assistant District Attorney for the purpose of discussion and general information. Direct supervision is exercised over the Program Coordinators of the various grant programs and Administrative Assistants; and indirect supervision is exercised over the entire non-legal staff including clerks, typists, stenographers and Research Aides.
ILLUSTRATIVE EXAMPLES OF WORK
Provides personnel management of the non-legal staff by recruiting and interviewing candidates selecting appropriate candidate for District Attorney's nomination, assigning and reassigning staff responsibilities monitoring work progress and product, evaluating work performance, and handling personnel problems.
Supervises grant funded programs such as the DWI Emergency Action Program, the Fraud and Child Support Unit, and the Victim-Witness Assistance Program by providing direction and advice to the Program Coordinators, handling: financial and personnel aspects of the programs, meeting with Federal representatives and monitoring the programs in general to insure the productive aid successful outcome of the programs.
Reviews non-legal staffing patterns through duties assessments to discern problems, inefficiencies and gaps in production in order to assign and/or reassign responsibilities and implement a more efficient working situation;
Performs management studies for the District Attorney to analyze work flow, case management, file maintenance, record and data keeping systems, reporting procedures and related activities in order to develop and implement model systems which will improve the overall operation of the legal activities of the District Attorney's Office.
Prepares annual budget for the District Attorney's Office by delegating routine assignments to staff, writing budget justifications preparing budget forms and presenting total budget package with any feasible options to the District Attorney for his review and decision.
Monitors department budget and purchasing status to review expenditures, maintain control over surpluses and shortages, recommend transfers to cover shortages and to discern potential budgeting problems in order to provide effective budget management for the Office.
Analyzes the Office's current and future data processing needs and develops ideas and systems to effectively and economically eliminate problems and inefficiencies and to organize and routinize procedural, record keeping and information systems.
Works in collaboration with the Data Processing Department in implementing needed data processing systems using analysis of office needs and knowledge of. data processing concepts, uses and products.
Serves as the District Attorney's authorized representative for all data processing transactions.
Assists in establishing procedures in certain legal matters, such as bail procedures and property releases, by receiving input from appropriate legal staff, analyzing the situation and its needs and problems, and designing and writing procedures for systems to centralize and effectively handle these legal procedures.
Manages all physical aspects of the Office, such as space allocations, phones, transportation, mail, security, equipment and related items by centralizing and routinizing these functions for orderly and effective office management. .
Prepares written materials and reports for the District Attorney including Annual Report, Plans and Programs, Management Reports, budget justifications, committee reports and certain public information releases by compiling information and research, editing and/or rewriting portions written by other staff members, writing reports and submitting finished products for distribution or publication.
Presents problems of disciplinary matters, deployment of employees or major office problems to the District Attorney for his decision and action.
REQUIRED KNOWLEDGES, SKILLS AND ABILITIES
Thorough knowledge of the principles and practices of modern management, particularly in the areas of personnel and office management.
Thorough knowledge of the principles and practices of public administration inclusive of administrative, management and planning techniques
Good knowledge of the principles and practices of budget management and budget preparation.
Good knowledge of data processing concepts, uses and products and ability to apply this knowledge in assessing data processing needs and designing data processing systems. (This is a knowledge of concepts and applications, not technical knowledge.)
Some knowledge of County and departmental organization, policies and procedures.
Some knowledge of state and federal funding practices and procedures.
Some knowledge of the principles and practices of supervision.
Ability to analyze working situations, procedures and data processing systems and to recommend appropriate solutions and improvements.
Ability to identify and solve budgetary and staffing problems.
Ability to carry out complex assignments with minimum instructions, often under conditions where there is no available precedent.
Ability to express oneself clearly and concisely both verbally and in writing.
Ability to administer and apply the use of grants.
Ability to deal effectively and communicate well with all levels of professional personnel.
Ability to delegate responsibilities and to plan, organize and coordinate the work of subordinates.
There are no qualifications for this position because the position is in the exempt class of Civil Service, the appointing authority may make a personal appointment to the position.
1/80 Revised Review Date: