Office Manager 37.5 FT

County of Lancaster; Chicago (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

Lancaster County is seeking a full-time Office Manager to provide high-level administrative and operational support to the District Court Administrator (DCA). The role oversees daily workflow, coordinates essential administrative processes, and ensures efficient operations across Court Administration with sound judgment and initiative.

Reporting to the DCA and supervising two support staff, you will draft official correspondence, prepare reports, manage confidential files, monitor

Qualifications

• Bachelor's degree in business management or closely related field preferred.
• At least five years of experience as a high-level administrative assistant or office manager.
• Two years of supervising clerical staff preferred.

Responsibilities

• Manage daily workflow for the District Court Administrator, including scheduling and prioritizing assignments.
• Draft official correspondence, prepare reports, maintain confidential files.
• Monitor Court Administration email inbox and faxes for timely response.
• Prepare agendas and minutes for committees; develop the annual court calendar.
• Coordinate publication of the PA Bulletin and local rules; manage 703 reports.
• Serve as ADA Coordinator; track accommodation requests and Rule 509/Right to Know requests.
• Schedule rooms, trainings, ceremonies, and meetings; liaise with court offices.

Skills

Executive‑assistant skills

Workflow coordination

Scheduling

Confidentiality

Communication

Education

Bachelor's degree in business management or closely related field

Tools

Microsoft Office Suite

Job description

Starting Compensation: $47,209.50/Annually

Find job security and stability alongside a growing community and a team that supports you. Level up your career through a large network and specialty training. If you're passionate about making a difference, apply today to join us in serving the community!

JOB SUMMARY

This full‑time management position provides high-level administrative and operational support to the District Court Administrator (DCA). Serving as DCA’s primary administrative partner, the Office Manager oversees daily workflow, coordinates essential administrative processes, and ensures efficient operations across Court Administration. The role requires sound judgment, discretion, and proactive management of priorities, along with delegated supervisory oversight of designated support staff. This role requires work to be completed with limited supervision and demands considerable initiative and independence.

REPORTING RELATIONSHIPS

This individual reports directly to the District Court Administrator (DCA) and supervises 2 support staff.

ESSENTIAL JOB FUNCTIONS

• This role provides comprehensive administrative support to the District Court Administrator by managing daily workflow, including scheduling and prioritizing assignments, coordinating meetings, and preparing necessary materials.
• It involves drafting official correspondence, preparing reports, maintaining confidential files, and screening communications directed to the DCA.
• It also monitors the Court Administration email inbox and incoming faxes to ensure timely communication and response.
• The Office Manager anticipates needs, ensures the timely completion of high-priority tasks, and serves as a trusted administrative partner in day-to-day operations.
• The Office Manager independently carries out administrative and managerial responsibilities delegated by the DCA.
• This includes preparing and submitting recurring administrative reports, assisting with personnel policy updates, preparing agendas and minutes for committees, coordinating the development of the annual court calendar, and drafting routine documents.
• Additional responsibilities include coordinating publication of the PA Bulletin and local rules, managing annual election memoranda, and ensuring timely completion of 703 reports and related administrative materials.
• This position is responsible for serving at the ADA Coordinator for the Courts by administrating essential court related processes, such as tracking and maintaining records for ADA accommodation requests and managing Rule 509/Right to Know requests from intake through distribution.
• It also includes scheduling rooms, training sessions, ceremonies, and meetings, while serving as a liaison between Court Administration and various court related offices to facilitate efficient communication and coordination.
• This position manages facility related issues and submits work orders to Facilities as needed.
• Additionaly, it sits on various County’s committees as a representative of the Court. (Social Engagement Committee, Safety Committee & Wellness Committee)
• This role provides administrative assistance to Common Pleas Senior Judges by managing requests, entering and processing the assignments, correspondence, filing, coordinating attorney scheduling, and preparing necessary materials.
• The Office Manager tracks facility usage and staff time to support the Senior Judge Support Grant submissions and assists with scheduling hearings, meetings, and related logistical arrangements for Senior Judges.
• This position is responsible for general operations and other duties, including maintaining records retention processes, coordinating the destruction of records, and ensuring reception kiosks remain functional.
• It also encompasses managing incoming correspondence and calls, completing general clerical tasks, and performing miscellaneous duties assigned by the DCA to support effective office operations.

OTHER SPECIFIC TASKS OR DUTIES

Perform related work as required

MINIMUM QUALIFICATIONS

• A bachelor's degree in business management or a closely related field is preferred.
• At least five years of experience as a high-level administrative assistant, office manager, executive assistant, or in a similar role.
• Additionally, two years of experience supervising clerical staff is preferred.
• An equivalent combination of education and relevant experience that demonstrates the required knowledge, skills, and abilities will also be considered.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong executive‑assistant skills including workflow coordination, scheduling, communication drafting, and proactive priority management
• Ability to work closely with the District Court Administrator in a high‑trust, confidential partnership
• Exceptional organization, time‑management, and multi‑tasking abilities in a fast‑paced environment
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite
• Ability to gather information, summarize issues, and prepare materials to support administrative decision‑making
• Skill in supervising staff and managing daily office operations
• Ability to communicate effectively with members of the Judiciary, District Court Administration, co‑workers, human services professionals, partner agencies, and the public
• Ability to work independently and as part of a team while exercising sound judgment within Court Administration policies
• Ability to identify, research, and interpret sources of information
• Ability to recognize safety concerns and help develop practical solutions
• Ability to create records, reports, and presentations for the Court Administrator
• Knowledge of justice‑system principles, statutes, rules, regulations, and court‑administration practices
• Knowledge of office‑administration best practices and the functions of judicial and county executive departments
• Knowledge of methods and techniques used in supervising personnel
• Ability to collect, interpret, and evaluate information or data to support informed decision‑making and problem‑solving

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

This position requires a pre-employment background check as required by policy to perform the duties.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. (Office with typing/printers and light traffic.) Ability to sit, sometimes for long periods of time; Ability to communicate with court and non-court personnel; Ability to operate a computer or laptop and any other general office equipment; Ability to lift and move files/boxes weighing up to 10 pounds; Ability to frequently go from one location to another ie. courtroom, chambers and/or non-court offices.

BENEFITS

The County of Lancaster offers comprehensive benefits to our employees. Read more about our benefits here.

EQUAL OPPORTUNITY STATEMENTS

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability.

The County also observes all applicable laws regarding Veterans status.

The County reflects this action in all areas of employment and compensation practices and policies.

ABOUT US

Working for Lancaster County offers not just a job, but a chance to thrive both professionally and personally. The benefits package for full-time employees, including paid time off, health insurance and flexible healthcare plans, ensures that you feel valued and supported in your role. With employee assistance program, tuition reimbursement and more, you'll have the resources you need to provide excellent service to the 550,000 residents of Lancaster County.

With 1,600 full-time employees and 300 part-time employees spread across 40 departments, there are plenty of opportunities for growth and development within the county. Whether you're interested in human services, public safety, administration, or any other field, there's a place for you to make a difference and advance your career.

Lancaster County itself is a vibrant and diverse community, offering something for everyone. From the peaceful farmland to the bustling city and towns, there's always something new to discover. Whether it's exploring farmers markets, enjoying local cuisine, or immersing yourself in the rich history of the area, Lancaster County has endless opportunities for you and your family to learn, explore, and enjoy.

Joining the team at Lancaster County means becoming part of a community dedicated to maintaining and improving this wonderful place we call home.