Job Details for 2141 - EO Chief of Administration

FLSA STATUS: Exempt
GRADE: 317


POSITION SUMMARY
Under administrative direction; performs work of considerable difficulty in planning and managing the activities of the non-attorney staff of the State's Attorney's Office; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
The employee in this single position class serves as a chief executive to the State's Attorney with the responsibility for overseeing all of the administrative functions of the State's Attorney's Office. Supervision is exercised over all-attorney staff. Work is reviewed by the State's Attorney and his First Assistant through a review of plans and evaluation of completed assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Plans, develops and implements policy and procedures
• Plans for the efficient utilization of non-attorney staff
• Assigns non-attorney personnel to various divisions of the Office
• Engages in grantsmanship activities
• Coordinates and directs all administrative functions
• Responsible for department budget preparation
• Reviews and approves all expenditures against department budget
• Supervises all non-attorney staff
• Serves as a liaison with various community groups, the judiciary, law enforcement agencies and the County Board on administrative matters
• Prepares and maintains departmental records and reports
• Represents the State's Attorney at community and business gatherings
• Recommends hires and promotions, directs and evaluates employment decisions for all assigned positions
• Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Completes required training programs and stays current with County Emergency Management operational policies and procedures
• Supports the County Incident Command and Emergency Management Systems in preparedness, response and recovery efforts
• Maintains 24/7 availability to respond to emergencies, exercises and other related activities.
• Performs related duties as required or assigned within job classification.


QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• Judicial and legal systems
• Office management methods and practices
• Effective supervisory techniques and practices
• The concepts and practices of public administration
• Office equipment and technology
• Budgeting techniques and methods
• Management and leadership principles
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
• Planning, organizing, directing and evaluating the work of others
• Training subordinate personnel
• Analyzing facts, exercising sound judgment, and in arriving at conclusions
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office

Ability to:
• Monitor and evaluate employees
• Prioritize and assign work
• Manage division operations
• Manage projects and multiple priorities simultaneously
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Plan, analyze, and evaluate programs and services, operational needs, and fiscal constraints
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations
• Provide leadership to effectively resolve issues
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality

SUPERVISORY RESPONSIBILITIES
Exercises supervision of personnel in related area of responsibility.

EDUCATION and/or EXPERIENCE
Completion of a Master's degree in business or public administration and six years of experience as a department manager or administrator within local government; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
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.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
None.