Team Administrator Supervisor Job Description
The Bronx Defenders is a multi-service holistic defense organization dedicated to addressing the underlying causes and resulting consequences of involvement with the criminal justice, family and civil court systems. The Bronx Defenders’ collaborative approach brings together interdisciplinary work groups made up of attorneys, social workers, investigators, and legal advocates to address the immediate criminal, family or civil court case, as well as the underlying issues driving individuals into those systems. The Bronx Defenders has gained both national and international attention for advancing this model of Holistic Defense. To learn more about The Bronx Defenders, please visit our website at www.bronxdefenders.org.
The Team Administrators are an integral part of interdisciplinary teams at The Bronx Defenders. The Team Administrator Supervisor oversees and supports the Team Administrators by coordinating their efforts providing for the administrative needs of teams and maintaining and managing client and case information. Reporting to the Managing Director, Criminal Defense Practice, and in collaboration with Team Leaders, Practice Supervisors, attorneys, advocates, investigators, and other office administrators, the Team Administrator Supervisor helps ensure the seamless representation of our clients.
RESPONSIBILITIES: SUPERVISION
• Assist with the recruitment, training, and evaluation of Team Administrator staff.
• Approximate staff size is four to five Team Administrators; assess ongoing staffing needs in response to organizational needs and budgetary constraints.
• Ensure daily team coverage; re-assign Team Administrator staff as needed, communicating changes to the teams affected.
• Respond to vacation and other advance time off requests ensuring adequate coverage.
• Monitor workloads and approve over-time, as needed.
• Monitor and approve time sheets for Team Administrators.
This is a ‘hands on’ supervisory role thus the responsibilities of the Team Administrators themselves are outlined below. The Supervisor must be prepared to perform any of the following tasks.
RESPONSIBILITIES: STAFF SUPPORT SERVICES
• Inform clients about important issues including but not limited to missed court appearances, change of court date and reassignment of counsel
• Draft notices of appeal
• Produce incarcerated clients for counsel visits and court appearances
• Schedule videoconferences
• Reserve conference rooms for meetings
• Order and retrieve court transcripts
• Produce power point presentations for trial advocacy or other client needs
• File motions and retrieve discovery or case records for criminal, family and civil practices
• Periodically provide general clerical support such as faxing, scanning and copying documents
• Obtain copies of court files for attorneys
• Obtain criminal history/record information using tools such as CRIMS and webCRIMS
• Occasionally assist with translation or interpretation services for team members
• Assist with general work environment conditions for the team such as checking printers and Xerox copiers to ensure proper functioning, stocking supplies and organizing files and storage spaces
• Stay informed of team members whereabouts
• Assist with emergency client coverage needs
• Provide notary services
RESPONSIBILITIES: INFORMATION MANAGEMENT
• Electronically open, close, transfer and update cases
• Provide efficient and timely data entry returning case files to staff within 24 hours of receipt.
• Maintain accurate client contact information when made available and perform due diligence in updating this information whenever possible
• Maintain warrant files, update the files every twelve months and electronically re-open bench warrant cases when appropriate.
• Request files from and send physical case files to the archive site
• Run periodic Dead Case Reports and update cases as necessary
The Team Administrators’ responsibilities, and thus the responsibilities of their Supervisor, revolve around the areas of client services and staff support. The work is dynamic and adaptive by nature and responsibilities will change as client, staff and institutional needs change. This is a non-exempt (hourly) position.
QUALIFICATIONS
• Excellent written and verbal communication skills
• Strong attention to detail
• Effective multitasker
• Demonstrated ability to meet deadlines
• Good organizational, time management and problem-solving skills
• Ability to work well independently as well as part of a team
• Interest in social justice work – specifically issues affecting individuals impacted by the criminal, civil and family court systems
• An Associate’s Degree is the required educational minimum
• Conversational Spanish-speaking ability is preferred
• Prior supervisory experience preferred, but not required.
HOW TO APPLY
To apply, submit a résumé and cover letter, detailing your interest in the position and The Bronx Defenders, electronically via email to jobs@bronxdefenders.org by the end of business on October 23, 2015, and placing “Team Administrator Supervisor” in the subject line. Résumés will only be accepted electronically.
For any questions please contact Velvet Sanchez, the Recruiting & Hiring Associate at velvets@bronxdefenders.org – no phone calls please.
The Bronx Defenders is an equal opportunity employer: People of color; women; people with disabilities; gay, lesbian, bisexual and transgender people; and people with personal/familial experience with the criminal justice and family court system are welcome and encouraged to apply.