Office Manager

Summary Statement

The Office of the Child Advocate (OCA) is an agency within the Judicial Branch, charged with safeguarding the welfare of Delaware’s children. It accomplishes this mission through advocacy, collaboration, evaluation, and education with a vision of safe and resilient children with supportive families. It has approximately 50 staff and contractors, and almost 400 volunteers. OCA operates out of all three counties. OCA’s Legal Services Division represents approximately 400 children who are experiencing foster care through Child Attorneys and Court Appointed Special Advocates. OCA’s Office of the Investigation Coordinator (IC) monitors over 900 serious child abuse cases and leads the multidisciplinary team case reviews. OCA’s Policy and Training Division provides intensive reviews of serious child abuse cases, manages youth in transition programs, coordinates child welfare trainings, generates child welfare data, and staffs the Child Protection Accountability Commission (CPAC). Administrative support is provided to all divisions through leadership, managers, and support staff.

OCA’s Office Manager reports to the Child Advocate and provides administrative support to the leadership team, the management team and staff. The OCA Office Manager is the lynchpin of OCA operations statewide. This employee performs general office duties such as supplies, personnel and budget functions, but is also integrally involved with data input, management and analysis. This employee assists the Child Advocate in staffing the Child Protection Accountability Commission, assists the Chief of Legal Services and the CASA Program Director in administering OCA’s volunteer programs, assists the Chief Policy Advisor with training and data management functions, and assists the Office of the Investigation Coordinator with data and analysis functions. This position works with fiscal and is responsible to track spending, budget planning, and grant administration. This position works with human resources to provide personnel support. This employee assists staff in having their technology needs met statewide.

Preferred Qualification

Applicants who do not possess the preferred qualification will still be eligible to compete for this position if job requirements are met.

• Experience working with the State of Delaware processes and procedures involving fiscal, human resources and technology.
• Experience in programming in Excel.
• Experience with data management and data input, including quality assurance.
• Experience reconciling budgets, managing spending and adhering to processes to assure quality.
• Possession of a Bachelor’s Degree.

Essential Functions

The responsibilities will include:

• Provide administrative support to the OCA leadership team, management team and staff.
• Plan, coordinate, organize and direct office support activities on a daily basis.
• Perform general office duties such as phone coverage, supplies maintenance, archiving, and document maintenance.
• Complete fiscal functions such as managing budgets, submitting invoices, reconciling expenditures and deposits, and requesting funds.
• Complete human resource administrative functions such as submitting timesheets, tracking leave requests, compiling time analysis, onboarding new staff, and assuring completion of personnel forms.
• Review and input data into OCA’s data management system. Perform quality assurance on data input.
• Communicate with the public. Screen and conduct intakes regarding OCA services.
• Support OCA staff in managing technology needs, including troubleshooting equipment issues, maintaining equipment assignments, and requesting new technology.
• Assist in the planning of events for training, recruitment and recognition.

Job Requirements

JOB REQUIREMENTS for Judicial Administrative Specialist III

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

• Experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers, and others on administrative matters.
• Experience in data collection which includes collecting, compiling, and maintaining data from multiple sources such as files, records, databases, customers, staff, or others.
• Experience in analyzing and evaluating data.
• Experience in managing budgets, reconciling expenditures and deposits, and submitting invoices for payment.
• Experience in handling administrative human resource matters, including timesheets, leave submissions, and personnel forms.
• Experience in overseeing administrative office functions such as supplies, repairs, technology, and administrative support for projects and events.
• Experience in using standard computer software programs for word processing, spreadsheets, or databases.
• Experience in interacting with internal and external agencies to facilitate communication.
• Ability to communicate courteously and effectively, both verbally and in writing.
• Possession of a valid Delaware Class D driver’s license or its equivalent.

Additional Posting Information

This position will be located at either of these locations: 900 N. King Street, Wilmington, DE 19801; 445 S. Governor's Avenue, Dover, DE; OR 100 E. Market Street, Suite 3100, Georgetown, DE.

Conditions of Hire

• A satisfactory criminal background check and child protection registry check is required as a condition of hire.
• Direct deposit of paychecks is required as a condition of hire.

Benefits

• Full time employees are eligible for FREE parking!!!
• To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at StateJobs.Delaware.gov.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.

Individuals who use TDD may request auxiliary aid or service by calling (800) 232-5470 or by visiting delawarerelay.com.

If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call (302) 739-5458 or email jobs@delaware.gov.

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.