Human Resources

Job Announcement Description

Job Title:   Administrative Manager 
Department:   Department of Court Records
Salary:   $4,166.66-$5,000.00 per month
How to Apply:   Applications will be accepted until the position is filled and/or the posting is closed. After reviewing this job announcement, please click on the link at the bottom of the page to apply online. A resume is required with the application. Further instructions on submission of documents are available in the online application. A resume may not be substituted for an application. 

Minimum Requirements:
A Bachelor’s degree in a related field AND five (5) years of administrative office experience, including records and file management. Experience in the legal and/or accounting fields is preferred. An equivalent combination of education and experience may be substituted

Department Summary:
The Department of Court Records is responsible for receiving, docketing, indexing, and preserving documents in all cases for the Court of Common Pleas of Allegheny County.

Position Summary:
Under the direction of the Director and/or Deputy Director, The Administrative Manager performs administrative duties in the areas of budgeting, accounting, records management and general office administration within all Divisions of the Department (Civil, Criminal and Wills/Orphans’ Court).

Duties: 

  • Plans, organizes, coordinates, prepares, submits and administers the annual Departmental budgets
  • Projects gross receipts of revenue, including filing fees and other revenue for the Operating Budget and other Department funding sources (i.e. Computer Fund and Records Retention Fund)
  • Coordinates with Budget & Finance Office to calculate accurate salary and benefit projections for the next annual budget
  • Projects annual cost of Departmental supplies and services
  • Monitors budget reports and prepares/submits adjustment requests to appropriate parties as requested or required
  • Coordinates, prepares, reviews, submits and administers vouchers, invoices, purchase orders and requisitions for services, supplies, equipment, etc. through the Department’s purchasing process in accordance with County purchasing policies and procedures
  • Reconciles Departmental accounts receivable and payable; ensures accurate completion
  • Interacts with vendors, suppliers, public officials, other County directors, managers and staff to efficiently and effectively facilitate cross-departmental workflow
  • Monitors departmental contracts and prepares and submits amendments as necessary; prepares corresponding Executive Actions and facilitates contract workflow
  • Manages and coordinates filing systems for all Divisions within the Department in cooperation with Division Managers (Civil, Criminal, Wills Orphans); organizes  records at warehouse and other off-site locations
  • Determines records to be destroyed and/or sent to State Archives in accordance with records retention policies
  • Performs other related duties as requested or required.
     

Knowledge, Skills, and Abilities:
Knowledge of:

  • General budgeting and accounting principles and procedures
  • Data entry procedures and related office practices
  • Record retention schedule, policies and procedures
  • PC features and functions including various external and internally designed software programs (Microsoft Office, Excel, JDE, Action Tracker, etc).
     

Ability to:

  • Communicate well both orally and in writing
  • Work independently under general supervision and think critically
  • Establish and maintain effective working relationships with supervisors, subordinates, other employees, and the public
  • Use Microsoft Word, Excel, and Outlook proficiently; learn new computer programs and software as required; accurately enter data into systems in a timely manner, proofread and verify data to ensure accuracy
  • Confidentially maintain and secure accurate records
  • Meet deadlines
     

Residency: Must become a resident of Allegheny County within one (1) year of appointment.

Veteran's Preference: Will be awarded to eligible candidates.

AN EQUAL OPPORTUNITY EMPLOYER-M/F/V/D 


 
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