FOC Operations Manager

Newaygo County Careers; White Cloud (MI); On-site; USD 65,000 - 90,000; Full time

Job summary

Newaygo County Careers seeks a Friend of the Court Operations Manager to join the Trial Courts leadership team, supervising the Friend of the Court division. The role requires supervisory experience, strong communication and interpersonal skills, and the ability to guide policy and operations.

The Manager will supervise 8 staff across child support, parenting time, and custody matters; oversee budget and reporting; coordinate with the Office of Child Support and county administration; ensure

Qualifications

• Experience drafting policy, procedures, or processes.
• Experience handling client inquiries via phone, email, and in-person.
• Knowledge of court processes is preferred.

Responsibilities

• Research topics related to Friend of the Court and draft policy and procedures.
• Respond to client problems and explain policy; handle complaints via phone, email, and in person.
• Generate data for mandatory Friend of the Court reporting and prepare final reports.
• Represent the Friend of the Court as Local Office Administrator; manage staff permissions and roles.
• Oversee general office management: supplies, forms, equipment, and facilities maintenance.
• Direct supervision of all FOC employees including hiring, onboarding, training, evaluating performance, and payroll.
• Serve as HR point of contact for court and county; coordinate with County Administration.
• Foster team communication and assist staff with complex issues; lead policy/process changes for efficiency.
• Execute changes to policies/processes for records management, technology resources, and facilities.

Skills

Supervisory experience

Effective communication

Interpersonal skills

Education

Bachelor's Degree in business or related field

Job description

The Friend of the Court Operations Manager serves as a member of the Trial Courts leadership team by supervising and overseeing the Friend of the Court division. That said, the Trial Courts Director is seeking a professional with supervisory experience, effective communication and interpersonal skills. The selected candidate will supervise 8 positions in a professional legal work environment. While the ideal candidate will have some knowledge of the court system, there will be opportunities to learn on the job.

Administrative and Reporting Duties

1. Responsible for researching topics applicable to the Friend of the Court and drafting policy, procedures, or processes to assist operation of the office and its employees in collaboration with the Trial Court Director/Friend of the Court.
2. Responds to client problems and assists in clients’ understanding of policy, procedures, and Friend of the Court processes. Handles client complaints and answers more complicated client questions via phone, email, and in-person. Consults with Trial Court Director/Friend of the Court on unresolved issues for guidance in providing solutions.
3. Assists with the generation of data and statistics for mandatory Friend of the Court reporting and prepares final reports as directed by the Trial Court Director/Friend of the Court.
4. Represents the Friend of the Court as the Local Office Administrator. Requests changes to user securities in the system and oversees additions and deletions of employees as needed. Responsible for reporting any unauthorized releases of information and assists the Trial Court Director/Friend of the Court in the proper execution of policies with the Office of Child Support (OCS).
5. Responsible for general office management that minimally includes inventory control of office supplies, forms and equipment, obtaining price quotes, preparing purchase requisitions and submitting payment vouchers. Oversees routine maintenance and the upgrading of various office equipment, computers and software, and administration of the voicemail and telephone equipment. Ensures office facilities are well cared for and maintained.

Employee Management

1. Serves as direct supervisor to all Friend of the Court employees including clerical, financial and case management functions for child support, parenting time, and custody matters. Activities include participating in the hiring process, as well as providing orientation, staff training, evaluating work performance and recommending discipline when necessary. Approves leaves of absence and approves payroll for assigned employees. Maintains payroll and other human resources records for Friend of the Court employees and completes necessary human resources paperwork as requested by Newaygo County Administration.
2. Provides employees with first point of contact on human resources topics for the court and at the county level. Works in conjunction with the Newaygo County Administration Office and Trial Court Director/Friend of the Court on employee issues as directed.
3. Supports a team environment for employees and fosters communication and best practices by facilitating meetings with employees. Assists employees with the more technical/complex issues and responds to their inquiries regarding procedural and operational issues.
4. Executes changes with policy, procedure, and office processes to provide efficiency and service to the public regarding records management, technology resources, and facilities management as directed by the Trial Court Director/Friend of the Court.

Budgetary and Financial Responsibilities

1. Serves as back up to the Trial Court Director/Friend of the Court in reviewing and approving the components of the Cooperative Reimbursement Program (CRP) as required by policy and law. Interacts with Newaygo County Administration and third-party vendors to ensure necessary information is provided timely. Submits electronic approvals and information as requested by the Trial Court Director/Friend of the Court.
2. Monitors the approved Friend of the Court budget and processes accounts payable for these accounts including preparing vouchers and authorizing expenditures. Tracks expenditures and prepares reports showing budgetary status and reports to the Trial Court Director/Friend of the Court regarding same. Reviews and provides ideas for the annual budget planning process based on office need in collaboration with the Trial Court Director/Friend of the Court.
3. Ensures payments are accurately posted to the correct accounts in conformance with priorities stated in court order or mandated by statute and within established time limits. Serves as the financial officer responsible for the deposit of Friend of the Court funds with the correct financial institution electronically.
4. Works with staff to ensure proper administration of monies on suspense with the Michigan State Disbursement Unit (MISDU) for release to parties as ordered.
5. Performs other duties as required by the Trial Court Director/Friend of the Court.

Education: Bachelor's Degree in a business program or a closely related field.

Experience: Three to five years of progressively responsible office experience that includes significant employee supervision and management, accounting, and familiarity with the judicial system and office management.

Must submit a cover letter, resume and three (3) professional references.

All offers of employment are contingent upon passing a background check and drug screening which includes marijuana.