Business & Office Manager - Juvenile Court

BUSINESS & OFFICE MANAGER - JUVENILE JOB DESCRIPTION

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Job Title: Business & Office Manager - Juvenile Dept./Division: Superior Court/Juvenile Job Class Code: 1343 Pay Grade: 125 PCN: 1343003 FLSA: Exempt Effective Date: October 2007 Representation Status: Non-Represented Revision Date: September 2025 Reports To: Juvenile Court Administrator

NATURE OF WORK

Under limited supervision, this position assists the Juvenile Court Administrator and the Lewis County Juvenile Probation Department, Guardian ad-Litem program, and Detention Facility in performing professional and confidential office management functions; supervises the administrative legal records operations and personnel, and performs other related duties as assigned. ESSENTIAL FUNCTIONS:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Serves as the Juvenile Court liaison and site coordinator with WSP, clerk's offices, the Administrative Office of the Courts, and other criminal justice participants. Manages all JCS/JIS site user accounts. Adds, deletes, modifies, and destroy criminal justice records for criminal and civil matters for juveniles and adults.

• Conducts internal employment investigations as assigned. Prepares formal reports of findings and provides recommendations.

• Oversees and coordinates the administrative operations, including assigned personnel administration, budget, accounting, plan and policy updates, billing, cash receipts, contracts, project management, and customer relations; evaluates issues, and recommends solutions.

• Coordinates activities with other organizations and outside agencies; manages assigned Department support staff; supervises, trains, and evaluates the performance of assigned personnel; monitors for staff compliance with departmental policies and procedures; provides hiring recommendations.

• Provides administrative assistance to assigned personnel; maintains departmental calendars; schedules and coordinates meetings; prepares correspondence, meeting minutes, and legal documents.

• Processes, reviews and approves personnel documents and files; maintains records, research and updates files and databases; assures all administrative actions comply with Lewis County Juvenile Court and Lewis County policy.

• Functions as a member of the Department management team; represents the Department at meetings with County staff, community groups, and outside agencies; assists in the development,

Job Title: Business & Office Manager - Juvenile Job Class Code: 1343

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implementation, and administration of the Department's administrative and fiscal policies and procedures.

• Prepares and administers assigned operating budgets; tracks expenditures; processes invoices, billing, and expense reimbursements; prepares departmental payroll; reconciles revenues and prepares financial and revenue trend reports; maintains the office imprest fund.

• Prepares and administers service contracts; monitors compliance with regulations governing expenditures for State and County contracts.

• Performs a variety of systems administration duties; adds and deletes system users; changes user authorities; completes statistical queries; provides assistance in troubleshooting system issues.

• Oversees the ordering and maintenance of office supply inventories; authorizes minor purchases; coordinates the maintenance and repair of office equipment and facilities.

• Preparing, reviewing, and monitoring accounting documents for accuracy and completeness.

WORKING ENVIRONMENT / PHYSICAL DEMANDS:

Work is performed in a standard office environment and in and involves sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to thirty (30) pounds.

QUALIFICATIONS:

Associate's Degree in Business Administration; Accounting, or a closely related field; AND four (4) years' experience supervising administrative operations.

COMPETENCIES (Knowledge, Skills, Abilities, Behaviors): Knowledge of:

• Principles, regulations, and practices of office administration. • General office equipment and standard computer software applications. • Accounting principles and processes for preparing budges and overseeing Accounts Receivable and

Accounts Payable. • Generally Accepted Accounting Principles (GAAP). • State Budget Accounting & Reporting System (BARS). • Requirements from State Auditor's Office. • Supervisory principles, practices, and methods.

Skills in:

• Managing and coordinating the day-to-day administrative operations for assigned area of work. • Preparing and monitoring budgets and processing departmental invoices, billing, and payroll. • Coordinating and performing a variety of systems and/or contract administration functions

including billing and tracking of grants. • Establishing and maintaining effective working relationships with staff, County departments,

contractors, vendors, service providers, outside agencies, community groups, and the general public.

• Communicating effectively verbally and in writing.

Job Title: Business & Office Manager - Juvenile Job Class Code: 1343

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• Supervising, leading, and delegating tasks and authority.

Ability to:

• Learn and follow County policies and procedures. • Learn Odyssey, JCS, JIS, PBK, and other criminal justice information systems.

Behaviors:

• Regular, reliable attendance. • Effective Communication, written and oral.

As the incumbent in this position, I have received a copy of this position description.

________________________________________________

Employee's Name

_________________________________________________

Employee's Signature Date

Core Benefits:

• Medical
• Dental
• Vision
• Life Insurance
• AD&D
• Retirement
• Long-term Disability
• EAP Program

For additional benefit and compensation information, please see attached documents.

This non represented position is located within the Juvenile Court Division of Superior Court located at 1255 SW Pacific Ave., Chehalis, WA, 98532.

Qualified applicants should apply by October 16, 2025, at 5 pm, to be considered in the first review of applications.

The anticipated start date for this position is January 1, 2026.

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• Lewis County, WA

• 360-740-2737

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