FLSA Status: Exempt
EEO-1 Code: 11-1021 First/Mid Offs & Managers, General and Operations Managers
Division/Department: Executive
Reports to: Chief Defender
Job Summary
The Business Manager, reporting to the Chief Defender, will serve as the office manager and advisor to the Chief Defender on financial, management and administrative matters as needed. The Business Manager will provide input on the management and use of the Association’s financial and physical resources and on facilities management. This person will, as needed, participate in the formulation of policies and procedures pertaining to management and general office administration for the organization.
Major Areas of Responsibility
Administrative
• Functions as an advisor to the Chief Defender on aspects of office administration and management
•Develops and implements office work systems and procedures to ensure maximum efficiency and economy in the operation and utilization of resources, as part of a greater team. This includes, but is not limited to, office organization, staffing, and distribution of work assignments.
•Recommends and/or implements changes in office automation and other office facility functions.
•Identifies priorities for the allocation of resources within the organization, as needed
Financial Management
•Reviews analyzes long-range budgetary and program emphasis, assists with facility resource allocations. Prepares and coordinates financial plans and patterns for the organization. Helps to prepare fiscal reports.
•Monitors monthly statistical and financial reports for review and approval by the Chief Defender
•Reviews all expense vouchers for payment, ensuring accuracy and appropriateness
Facilities Management
•Supervise building services, establish and maintain business partnerships with Building Management, Maintenance and Facilities, Elevator and Building Security contractors
•Determines need and secures adequate and suitable office space
•Coordinates construction projects and arranges office relocations, renovations and repairs
•Arrange for the authorization, procurement and installation of office automation equipment in conjunction with the Information Systems Director
•Oversee building management and the handling of day-to-day maintenance problems within the office
•Monitor Building security service and communicate with Security
Records Mail and Forms Management
•Organize and manage storage systems and/or facilities for closed file records and used property. Monitors accountable property.
•Ensure that the organization has an effective system of data and records security, storage, retrieval and archiving for case and administrative files
•Maintain main personnel file room,
Key Relationships:
Internal: Executive staff, Finance and HR Departments, Zone Chief and Department Heads
External: Building management, elevator, maintenance and facilities service providers and security contractors
Education: Bachelor’s degree required.
Experience:
•8-years work related experience in Finance, Office Management and/or Project Management
•Comprehensive knowledge of administrative management principles, practices, methods and techniques
•Comprehensive knowledge and understanding of financial processes including budget preparation and management, office automation, procurement, personnel management and operations in a legal environment
•Strong understanding and demonstrated experience in office confidentiality issues, such as attorney/client privilege;
•Strong ability to read, analyze and interpret common technical journals and legal documents;
•Demonstrated ability to recognize and analyze problems and recommend and/or implement practical solutions
•Ability to analyze and apply relevant policies and procedures to office operations
•General Knowledge of office practices and legal processes, is preferred
•Ability to supervise the work of others, preferred.
•Ability to identify and evaluate pertinent facts and regulations, policies and precedents
Send cover letter and resume to: Sherri Darden, Manager, HR and Office Personnel, Defender Association of Philadelphia, 1441 Sansom Street, Philadelphia, Pa, 19102; or email to [email protected].