The Prosecuting Attorney’s Office is seeking a professional to fill the Office Administrator/Legal Secretary III position. In conjunction with the Prosecuting Attorney, this position is highly responsible for the effective management and administration of office operations and services. Administrative responsibilities include developing and administering departmental budgets, objectives, policies, and procedures, overseeing and directing five legal secretaries, and ensuring office operations are in compliance with established policies, regulations and standards. Additionally, this position serves as Legal Secretary III managing District Court criminal and civil cases which includes generating legal documents, proofreading the work of others, and assisting staff with legal documents. Insomuch, the ideal candidate will have excellent interpersonal skills, ability to communicate effectively, successful experience with organization skills, and demonstrate ability to positively lead people and get results from others. While having experience with court operations and knowledge of legal terminology is preferred, it is not a must as on-the-job training will provide familiarity with office and court procedures and policies.
If you’re seeking a career working in a fast-paced legal environment, you are encouraged to apply. In addition to a great place to work and grow, Newaygo County offers a generous fringe benefit package which includes retirement and health insurance with no payroll deduction.
Examples of Duties
- In conjunction with the Prosecuting Attorney, develops office objectives and develops plans to achieve agreed upon objectives. Ensures office operations and all work performed by the secretarial staff are in accordance with objectives and meet needs of county residents. Assists subordinate staff in developing and meeting appropriate goals and objectives for their area of responsibility. Investigates complaints regarding office operations and takes corrective action.
- Oversees the work of all secretarial staff. As supervisor of assigned subordinates, is responsible for personnel management and labor relation functions, exercises authority to interview, hire, evaluate performance, assign and schedule work and time off, complete and approve payroll, and recommend discipline and discharge in accordance with county policies. Responsible for ensuring effective training and development of assigned staff and maintain effective working relationships among employees.
- Serves as chief financial officer for the Prosecuting Attorney’s Office. Responsible for the annual review of the proposed office budget and makes recommendations regarding funding and shortfalls. Monitors the office budget throughout the year and makes arrangements for line item transfer requests. Approves all office purchases and completes the accounts payable process.
- Responsible for processing grant applications, submitting payment requests and completing reports required for the grants/contracts pertaining to the Prosecuting Attorney’s Office. Draft motions for the various committees for submission of grant approval. Works closely with the Grants Manager to assure compliance.
- Prepares files, logs information for reporting purposes, and orders certified driving records and certified Sex Offender Registration documents from the State of Michigan and other states as required. Requests certificate of convictions from other counties and court systems as appropriate. Requests prior police reports and information from other police agencies in regard to current cases and pending investigations. Maintains records on service of process of witnesses for trial/hearings and ensures that necessary related documents such as laboratory reports, police reports, audio/video, witness statements, maps and photographs are obtained for criminal files and ensures same are provided to defendant, defense attorneys and officers in a timely manner.
- Coordinates with other departments including but not limited to all Courts, Central Dispatch, state and local police agencies, County Jail, Department of Corrections, Attorney General, Secretary of State, US Attorney’s Office and Public Defender’s Office and provide and obtain information in regard to case load. Access Jail inmate information and maintain strict privacy and security of all individuals.
