Office Manager - Court Psychiatric Clinic
This is an unclassified position held at the pleasure of the Court. This position provides administrative and clerical assistance to the professional staff of the Psychiatric Clinic, serves as a key liaison between professional and office/clerical staff and provides direct supervision of the office/clerical staff of the Clinic. This position is also required to perform the administrative and clerical duties of the office staff. This position may require work beyond normal Court hours, including evening and weekends.
Essential Duties and Responsibilities
RESPONSIBILITIES include the following:
- Managing and ensuring the overall daily efficiency of office operations of the Clinic;
- Coordinating and scheduling appointments of professional staff, arranging staff meetings;
- Planning, coordinating and assigning daily work to office/clerical staff and monitoring progress (g., distributing and prioritizing work, reviewing completed work, resolving conflicts); Making adjustments in schedules or assignments as priorities change; Ensuring clinical reports are completed and available to the Court on a timely basis;
- Monitoring and ensuring work productivity of home-based clerical staff;
- Providing advice and instructions to subordinates; Developing and/or approving guidelines, policies and procedures; Communicating and ensuring staff compliance with new and existing guidelines, policies and procedures;
- Attending meetings with Clinic Director and/or Associate Director and communicating necessary and appropriate information to/from office/clerical staff;
- Overseeing training of new and current Court staff;
- Counseling and disciplining staff when appropriate and resolving employee issues and complaints;
- Conducting annual performance evaluations on subordinates; Measuring their daily productivity and comparing performance against goals;
- Identifying, providing or overseeing training of new and current office/clerical staff to assist in accomplishing tasks; Evaluating the effectiveness of training by observing staff performance;
- Developing and monitoring adherence to quality work standards; Explaining standards to staff and advising staff on the establishment or maintenance of work standards;
- Compilation and submission of timesheets/weekly attendance sheets for all Clinic staff to payroll officer for input into payroll system and maintaining records of same;
- Approving leave requests submitted by subordinates;
- Ordering and maintaining inventory of office supplies (g., pens, paper, folders, clips and other miscellaneous office products);
- Monitoring completion and submission of State statistical forms;
- Performing a variety of other related duties as required (g., performing office duties in absence of staff, including but not limited to the following: in-person reception and answering phones, taking messages for professional staff; scheduling clinical appointments via electronic calendar, notifying parties of same and promptly notifying Court of missed/re-scheduled appointments; transcription of clinicians’ dictated reports; processing referrals for evaluations; obtaining prosecutor files and pre-sentence reports; requesting, obtaining and timely distribution of medical records).
The above statements are intended to describe the general nature and level of work being performed by individuals assigned this classification. They are not an exhaustive list of all duties to be performed. Other duties may be assigned.
Knowledge, Qualifications, Skills, and Abilities
To perform this job successfully, an individual must demonstrate the following:
- Excellent interpersonal skills and communicate effectively, both orally and in writing, with staff, Court employees, attorneys, outside agencies and the public;
- Excellent administrative, supervisory and leadership skills;
- Ability to operate various office machines (e., personal computers, copy machines, printers/scanners, fax machines);
- Proficiency in Microsoft Office applications;
- Ability to organize, coordinate and prioritize projects and assignments;
- Attention to detail and accuracy and the ability to understand and follow instructions;
- Ability to utilize sound judgment, reasoning and sensitivity in handling problematic and stressful situations;
- Effective time management, reliability and punctuality;
- Ability to work independently with limited supervision;
- Ability to work collaboratively in a team environment;
- Ability to maintain sensitive and confidential information;
- Ability to interact professionally on a regular basis with a diverse population within the Court’s jurisdiction, including people from many different geographic, socioeconomic, religious, racial and ethnic backgrounds;
- Professional appearance and demeanor at all times.
Education and Experience
Minimum of a High School diploma and three (3) years’ experience in an office environment is required. Preferred: prior supervisory experience.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position requires working in a normal Court and/or office environment with no unusual demands or exposure to hazardous situations. However, this positon may require occasional contact with defendants who may be uncooperative and/or disruptive and potentially violent, requiring the ability to assess, de-escalate and appropriately respond to unpredictable and potentially volatile and high-risk situations. However, security is on the premises. Frequent contact is made with the Director and/or Associate Director, Clinic staff, judges and other Court personnel, attorneys and defendants.
The normal hours of operation are from 8:30 AM to 4:30 PM, Monday through Friday. This position may require some work beyond normal hours, including evenings and weekends.
Proof of education and employment references will be required before final interview. The Cuyahoga County Court of Common Pleas requires submission to a criminal history background check and drug testing for employment. Position will remain open until filled. Resume review will begin on December 26, 2023.
Cuyahoga County Common Pleas Court
Gregory Popovich, Court Administrator
1200 Ontario Street
Justice Center 11th Floor
Cleveland, Ohio 44113
Proof of education, licensure and employment references will be required before final interview. The Cuyahoga County Court of Common Pleas requires submission to a criminal history background check and drug testing prior to employment. Valid Ohio Driver’s License is required.
All applicants will receive notification of their application status. No phone calls or e-mails please.
Reasonable accommodation may be available to qualified employees and applicants; please contact the Director of Human Resources for CCCP at 216-443-8562.