Victim Witness Unit Supervisor

This position works 40 hours a week. 

The position allocated to this class provides complex clerical and technical assistance in assigned areas within a department. Duties may include assisting with budget preparation, managing department records, assisting in the implementation of procedures and policies, coordinating administrative workflow, reviewing and authorizing payments and purchases, preparing confidential correspondence and documents, coordinating and scheduling travel, and serving as department liaison.

TOTAL COMPENSATION: $66,887 - $93,589 annually. Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.

• Prepares complex reports and documents such as contracts, professional service agreements, project reports, budget reports and/or statistical reports. Gathers, compiles and analyzes complex data.   
• Analyzes data and recommends action based on findings. 
• Prepares confidential correspondence, reports and information. 
• Maintains confidentiality of all sensitive reports, correspondence and conversations. 
• Drafts resolutions, legal advertising, etc. 
• Coordinates and completes arrangements for travel, conferences, out of town meetings, etc.
• Coordinates preparation of the department’s annual budget, including compilation of draft budgets. 
• Evaluates departmental capital overlay needs. 
• Recommends areas of enhancement or reduction required to balance budget. 
• Participates in long-range planning activities.
• May supervise day-to-day operations of the office. 
• Performs related activities such as tracking revenue, expenditures and budget balances, overseeing and approving payroll and attendance records, reviewing and authorizing payment vouchers, purchase orders, requisitions and treasurer’s receipts. 
• Manages the department’s record storage, retention and disposition programs, and coordinates training.
• Monitors and reports on new legislation, regulations or County policies and plans. 
• Coordinates implementation of new or revised procedures and policies in the department such as personnel policies, emergency response, records retention, etc. 
• Prepares research projects, statistical compilations, written reports, etc. for administrator. 
• Creates and maintains computer reports, spreadsheet programs and word processing documents for administrative management data.
• Maintains departmental personnel records and confidential files. 
• Supervises or personally prepares Personnel Action forms. 
• Supervises or prepares department payroll; calculates overtime, out of class pay, cost of living adjustments, etc. 
• Represents management at labor/management meetings. 
• Participates in collective bargaining. 
• Participates and responds to unfair labor practice charges and/or grievances. 
• Assists management in determining collective bargaining strategy and the implementation of that strategy.
• Coordinates functions such as phone installations, capital equipment purchase or leasing, repair and/or maintenance repair, and/or maintenance of building fixtures and equipment, office relocations, etc. 
• Represents the Department Head or Division Manager at meetings ensuring the needs and concerns of the department are heard. 
• May supervise staff, including extra help and temporary employees. When doing so: 
  1. Participates in the selection of new and/or promotional support staff. 
  2. Approves appropriate staff vacations, sick leave, training and other authorized absences.
  3. Prioritizes, assigns and monitors work. 
  4. Evaluates performance; recommends and implements decisions regarding employee selection and discipline. 
• Ensures resources are available for operations and provides staff training and cross-training. 
• May serves as department liaison with Information Systems Department staff and/or various state agencies whose computer programs the department uses. 
• Analyzes department functions and recommends enhancements. Assists in the development and installation of new computer applications/systems and upgrades. 
• Tests new computer applications and upgrades and monitors software to insure efficiency and/or accuracy of computer systems used by the department. 
• May train and provide technical assistance to department staff in the use of computer programs. 
• Represents the department at User meetings.
• Performs other related duties as required/assigned.

• Plans, organizes, coordinates and oversees the Victim/Witness Program Specialists assigned to various divisions within the office.
• In coordination with department leadership, establishes operating procedures and guidelines; implements and administers programs to achieve identified objectives; evaluates program effectiveness and its impact on the community. 
• Ensures proper victim/witness advocacy is realized by providing program support and assistance.  
• Coordinates volunteer recruitment, screening, training and supervision.  
• Participates in on-going public relations with the community, which may consist of speaking engagements, public service announcements and event coordination.  
• Works with community service agencies in the coordination of services to crime victims/witnesses.  
• Works closely with the Unit Supervisors of the Prosecutor’s office to assure effective communication and an efficient work environment.   

• Five (5) years of office support experience that includes at least three (3) years of confidential and/or executive secretarial level experience with responsibility for financial, personnel, research, or administrative support functions. 
  1. Prefer at least one (1) year of supervisory or lead experience. 
• Course work or a degree in a related field may substitute for up to two (2) years of the required office support experience.
• NOTE:  Some positions may require certification related to the area of assignment within twelve months of appointment.

• Knowledge of principles, practices, methods and procedures of governmental budgeting, payroll, purchasing and records management.
• Knowledge of supervisory theories, practices and principles.
• Knowledge of grammar, spelling and punctuation.
• Knowledge of office practices and procedures including file maintenance techniques, customer service techniques.
• Knowledge of terminology, laws, rules, and regulations governing area of assignment.
• Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.
• Skilled in establishing and maintaining effective working relationships at all organizational levels and with the general public.
• Skilled in the use of computers and software needed to perform the assigned duties.
• Ability to maintain confidentiality, as required.
• Ability to prioritize.
• Ability to improve effectiveness of program.
• Ability to exercise initiative and judgment and to make appropriate decisions within the scope of assigned authority.
• Ability to develop departmental budgets.
• Ability to track expenditures.
• Ability to assign, monitor and evaluate the work of others.
• Ability to coordinate work unit activities.
• Ability to handle multiple tasks.
• Ability to resolve complex problems.
• Ability to apply customer service techniques.
• Ability to develop, implement and enforce office/departmental policies and procedures.
• Ability to prepare or oversee the preparation of technical reports.
• Ability to use proper grammar, spelling and punctuation.
• Ability to perform basic mathematical calculations.
• Ability to use standard office equipment such as phones, copiers, calculators and fax machines.