The Office of Judicial Administration is responsible for the efficient administration of all agencies that operate under the direction of the Chief Justice and the Supreme Court. That includes 200 personnel; fiscal management; communication; technology; legal services; intergovernmental relations; services for the trial courts; and support for court boards, commissions, and committees. The Office is headed by Chief Administrative Officer Justin P. Forkner, who reports directly to the Chief Justice of Indiana and serves as the link between the Chief Justice and the agencies of the Court.
Salary: The salary for this position traditionally starts at $59,800 but may be commensurate with education and/or experience.
To Apply: Please apply by October 12, 2023.
About the Job
This position serves as the Optima Project Manager with the Indiana Supreme Court’s Division of Children and Families supporting Optima, the GAL/CASA case and volunteer management system used on the state level and in all Indiana GAL/CASA programs in 87 counties. This position supports the ongoing utilization of Optima by local GAL/CASA programs, helps extract data and reports for the State and for counties, and ensures quality data input and analysis. This position also assists the State and local programs with the criminal background check process and database.
A Day in the Life:
- Provide technical support on current case management system (Optima)
o Act as first level help desk for questions about Optima from local programs
o Submit help tickets on behalf of local programs to system vendor when necessary and communicate resolution in a timely manner
o Monitor trends and challenges in using Optima to inform process improvements
o Serve as liaison with Court Technology to troubleshoot problems with Optima interfaces with Court Systems (Quest and Odyssey).
- Perform data analysis
o Collect and compile data from local GAL/CASA programs
o Create monthly, quarterly, and annual reports summarizing GAL/CASA programs’ work and progress
o Extract and compile data on programs’ performance for purposes of analyzing grants; prepare a spreadsheet to be used in reviewing grants; assist in reviewing grants based on their data and performance
o Support GAL/CASA grant process through using programs’ data to measure capacity, performance, and compliance with grant requirements. Prepare and manage master spreadsheet used for tracking funding requests, grant awards, payments and compliance. Assist in reviewing funding requests, grant program requirements and compliance.
o Provide guidance to local programs in completing their reporting requirements
• Maintain Quarterly and Year End Data Review and Reporting Guide
• Troubleshoot issues or items appearing on exception and other reports to ensure data accuracy
o Communicate with vendor about updates or changes to system and ensure local programs are informed in a timely manner
o Provide state level data as needed for Supreme Court annual report, presentations and as required by the Supreme Court or State Director
• Assist with monitoring local GAL/CASA programs’ compliance with State and National CASA Local Program Standards
o Conduct regular quality reviews of local program data
o Work with local programs to improve data accuracy when necessary
• Maintain, develop, and deliver training and documentation related to case and volunteer management system and processes
• Facilitate Optima Users’ Working Group
• Manage the online background checks process for GAL/CASA programs
o Maintain and update existing Background Check Guide as needed
o Maintain criminal background check databases
o Communicate regularly with GAL/CASA network to resolve alerts, address expired reports or other issues as they arise
o Set up access to vendor systems for local programs with director approval
o Provide training to local programs on use of vendors systems, complying with State and National CASA standards regarding background checks
o Review monthly vendor invoice for discrepancies prior to billing
• Support State Office and IOC in other duties as needed
What You’ll Need for Success:
Accredited Bachelor’s degree in project management, business administration, information technology, or related and four (4) years of related professional experience; or Accredited Graduate degree and two (2) years of related professional experience.
- Extensive knowledge of Microsoft Excel, Word, PowerPoint, and Outlook, intermediate to advanced level
- Knowledge, or ability and willingness to learn SharePoint, People Soft financials, and Optima
- Advanced technical acumen, with ability to quickly learn and adapt to new technologies
- Ability to work with little supervision or oversight and to exercise independent judgment in a mature and professional manner
- Demonstrated intermediary and conflict resolution skills
- Motivated self-starter with the ability to anticipate and meet work needs
- Ability to act as a liaison on behalf of the State Director when interacting with management, staff, internally and external GAL/CASA program directors and staff, to provide program specific information, answer questions, and address issues/problems
- Excellent verbal and written communication skills, including command of correct grammar, proofreading, and editing
- Ability to use tact and diplomacy when dealing with the needs, problems, and/or concerns of other department staff and outside agency personnel
- Demonstrated ability to follow through on tasks, pay attention to details, and work independently
- Ability to manage time and multi-task a multitude of assignments with conflicting priorities and changing timelines
- Ability to identify information, materials, and resources needed to complete a project or assignment
- Proven ability to exercise discretion in handling confidential information and materials in a professional manner
- Possess a valid driver’s license, for required travel
- Have and maintain a lifestyle that ensures public confidence in the integrity, competence, impartiality and independence of the judiciary
Benefits package for full-time employees
The State of Indiana offers a comprehensive benefits package for full-time employees which includes:
- Three (3) medical plan options (including RX coverage) as well as vision and dental plans;
- Wellness program (offers a premium discount for the medical plan and gift cards);
- Health savings account, which includes bi-weekly state contribution;
- Deferred compensation 457B account (similar to 401k plan) with employer match;
- Two (2) fully funded pension plan options;
- A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
- 150 hours of paid new parent leave;
- Up to 7.5 hours of paid community service leave;
- Combined 180 hours of paid vacation, personal, and sick leave time off;
- 12 paid holidays, 14 on election years;
- Group life insurance;
- Employee assistance program that allows for covered behavioral health visits;
- Qualified employer for the Public Service Loan Forgiveness Program;
- Free Parking for most positions;
- Free LinkedIn Learning access
- Hybrid Option for eligible employees/positions
Equal Employment Opportunity:
The Indiana Supreme Court is an Equal Opportunity Employer. Equal employment opportunities are provided to all applicants for employment without regard to race, color, religion, sex (including pregnancy), gender identity, national origin, age, disability, marital status, political affiliation, socioeconomic status, status as a protected veteran or any other protected status in accordance with applicable federal, state, and local laws, and the Indiana Judicial Code.
If you are a qualified individual with a disability and will need a reasonable accommodation to assist you in applying for the position or performing the essential functions of the job, the Indiana Supreme Court will provide such reasonable accommodations.
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