Office Administrator

New Hampshire Public Defender; Newport (NH); On-site; USD 52,000 - 76,000; Full time

Job summary

New Hampshire Public Defender is seeking an Office Administrator to ensure the smooth operation of the office, logging and routing incoming cases, and assisting the Managing Attorney and court clerks.

You will supervise administrative staff, provide training, and uphold confidentiality while coordinating supplies, facilities, and workflows. The role supports professional growth and a respectful office culture.

Qualifications

• Minimum two years experience as a legal assistant or paralegal in a legal setting.
• Supervisory experience highly desired.
• Post-secondary education strongly preferred.
• Knowledge of legal office procedures and terminology.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Process incoming cases and perform conflict checks.
• Maintain a welcoming and professional atmosphere in the office for clients, visitors, and staff.
• Manage and coordinate all aspects of office administration, including supplies, equipment, and facilities maintenance.
• Foster a positive and inclusive work environment and promote teamwork and professional growth.
• Lead the administrative support team and oversee staff workflow and performance evaluations.
• Uphold company policies and discipline as needed for direct reports.

Skills

Leadership

Confidentiality

Legal terminology

Office administration

Problem solving

Communication

Education

Post-secondary education preferred

Job description

Description

The Office Administrator plays a pivotal role in ensuring the smooth and efficient operation of our office. They ensure that all incoming cases are received, logged, and recorded for assignment. They work closely with the Managing Attorney and the clerks of the court to facilitate office functions. The Office Administrator supervises the administrative support staff (legal assistants/office assistants) and provides critical guidance, mentoring, and training for them.

Duties include, but may not be limited to:

• Process incoming cases and perform conflict checks.
• Maintain a welcoming and professional atmosphere in the office, creating a positive experience for clients, visitors, and staff members.
• Manage and coordinate all aspects of office administration, such as managing office supplies, equipment, and facilities maintenance.
• Foster a positive and inclusive work environment, promoting teamwork, open communication, and professional growth among the staff.
• Lead support team to competently perform the necessary operations and tasks of the office, and closely oversee staff workflow.
• Conduct performance evaluations that are timely and constructive.
• Ensure management of program through consistent application of policies and guidelines. Handles discipline of direct reports as needed and in accordance with company policy.
• Uphold the core values of New Hampshire Public Defender, including compassion for clients, honesty, and respect in all aspects of the role.

Requirements

Education and Experience

• A minimum of two (2) years experience as a legal assistant or paralegal, or similar role in legal field.
• Prior supervisory experience is highly desired.
• Post-secondary education is highly desired.

An equivalent combination of education and experience may be considered.

Knowledge, Skills & Abilities

• Maintains a professional appearance and works in collaboration with the staff to similarly maintain a professional environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem-solving skills, with the ability to make decisions independently and resolve issues effectively.
• Demonstrated leadership abilities and the capability to inspire and motivate others.
• Knowledge of legal office procedures and familiarity with legal terminology.
• Adherence to ethical standards and a commitment to maintaining confidentiality. Works well under pressure and demonstrates proactive attitude toward problem solving, conflict resolution and the needs of the office and administrative staff.
• Working knowledge of the principles of personnel management, including ability to organize work, create work plans, assign duties, and oversee completion of a variety of tasks.
• Excellent keyboarding skills as well as proofreading and editing skills are a requirement. Strong word processing skills and familiarity with other standard office and computer systems.

Physical Requirements

Physical requirements include retrieving and distributing files, written documents, or office supplies weighing up to 20 pounds; retrieving and replacing objects from shelves up to eight feet high; sitting and keyboarding for extended periods of time.

This is a salaried position. A full-time work week for New Hampshire Public Defender is 37.5 hours.