Office Manager

POSITION SUMMARY 

As a member of SCPDA Operations Team, the Office Manager handles overseeing the daily operations and efficient functioning of SCPDA’s office environment to ensure the office runs effectively and supports SCPDA employees and clients. The office manager also supports the mission of effective hybrid work for employees that work flexibly. The office manager creates, implements, and administers systems about workspace, equipment, supplies, and parking resources while supporting transparency and accountability of processes and practices. 

ESSENTIAL FUNCTIONS 

• Align the goals and tasks of this role with SCPDA's mission and goals in a leadership position. 
• Be available in the office during regular business hours and serve as the point of contact for office space accessibility needs, routine maintenance concerns, and safety-related issues. 
• Function as office Safety Manager and support Accident Prevention Program and Emergency Action Plan (EAP) manual. Implement EAP and updates; to include regular drills at least twice a year and CPR certifications. Incorporate trauma-informed practices in safety strategies.  
• Assess and forecast SCPDA office space usage and align with SCPDA space needs. 
• Support SCPDA’s tenet of “Fierce Connection” by improving hotel workspaces and providing support to flexible work employees. 
• Organize and implement yearly office and work-station rotation in alignment with current office space needs.  
• Project manage any SCPDA construction and/or facilities improvements with consideration of accessibility, sustainability, and use. 
• Maintain SCPDA office spaces to include recycling, junk removal, and outsourcing help, as needed. 
• Manage and review office contracts with vendors to include cleaning, utilities, security, and office equipment and work with them to troubleshoot issues.  
• Implement and administer parking plans to distribute limited parking resources. Investigate new parking and commuter resources and make recommendations to management. 

• Facilitate WSBA licensing for all attorneys. 
• Receive and document any intake of client funds and serve as backup to Administrative Manager for specific accounting needs i.e., check signing, receipt of incoming checks, and specified special billings. 
• Function as back-up to other operations leadership positions, as needed. 
• Manage office supply inventory and makes purchases of office supplies including equipment and furniture within given budget.  
• Manage employee's workstation and office set up during on-boarding for all new employees (office space, equipment, keys, licenses, security access) and in boarding office space needs for all defender roles. 
• Check out and document any SCPDA property to employees in coordination with IT. 
• At the direction of the HR Manager, help with off-boarding for all terminations to include collection of SCPDA property, keys, contractor pass, and perform final office inspection. 
• Work with building property management on all building issues related to the Association.  
• Prioritize collaboration and cooperation in your interactions with all Defenders. Hold yourself accountable when contributing to differences in power and identity, and act in ways which honor the authenticity, value, and dignity of each Defender. 
• Look to cultivate constructive relationships with court stakeholders for the benefit of clients, and represent SCPDA with mindfulness, compassion, and consideration towards others. 
• Advance and/or progress toward recognizing and naming racism and other oppressions within our work. 
• Intentionally engage in antiracism learning using a framework (example: Awareness, Knowledge, Skills, and Action). 
• Adhere to company policies and procedures. 
• Participate in meetings as requested. 
• Other duties as assigned.  

QUALIFICATIONS 

• Three (3) years office management experience, preferably in a legal environment; or any equivalent combination of training and/or experience that provides the required knowledge and abilities to perform the position. 
• Knowledge of principles and practices of effective office and resource management, including environmental sustainability. 
• Ability and willingness to manage and seek resolution of conflicts, including guests in the lobby using Anti-racist and trauma-responsive principles. Willingness to engage in candid conversations with all interested parties about race and equity in our work. 

• Knowledge of county and court operations, functions, and procedures and risk analysis experience. Prefer candidates with an awareness of historical and current racism in policing and court systems. 
• Strong knowledge of proper English, spelling, grammar, punctuation, and word usage and ability to communicate concepts, thoughts, and ideas both written and orally to others.  
• Excellent time management and critical thinking skills. 
• Able to automate processes and build systems. 
• Able to hold people accountable and manage conflict related to facilities, equipment, and supply resources. 
• Able to build new abilities for learning and seek opportunities to expand your approach to problem-solving. 
• Ability to align your actions with the rules and guidelines of professional conduct when interacting with stakeholders in the court system. 
• Ability to curiously explore and incorporate perspectives different from your own. 
• Anticipate and respond to attorney and management support needs. 
• Must have knowledge, skills, and abilities to work with people affected by trauma. 
• Must have knowledge and ability to perform all functions of the designated unit. 
• Proficient in Microsoft Word, Excel, and Outlook. Ability to learn and use a variety of software applications. 
• Able to use standard office equipment. 
• Ability to keep ethical and professional standards of the office and see strict confidentiality. 

Benefits and compensation package:

- Compensation: $87,941.89 to $112,579.00, depending on experience.

- After full 6 months of employment we provide a 10.39% retirement contribution, with no employee contribution required. (The percentage may vary from year to year)

- The Association pays for 100% of the employee's medical and dental insurance, as well as most of the premiums for dependents.

- We offer short-term/long-term disability benefits at no cost to employees.

- Life insurance is also provided at no cost to employees.

- 21 days of Paid Time Off (PTO) per year.

- 11 days of Holiday Pay.

- Continuing Education Funds (Up to $450/Year). (First year is prorated)

- We offer a combination of in-office and flexible work schedules.

- Access to Employee Assistance Program, which includes legal consultations for civil matters, financial counseling, access to free counseling sessions, and many more.

- Employees have free access to Calm and Class pass apps through Kaiser.

The Snohomish County Public Defender Association is committed to fostering a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.