Assistant Office Manager

State of California; California; On-site; USD 90,000 - 120,000; Full time

Job summary

State of California is seeking a Supervisor I (Assistant Office Manager) within the Division of Administrative Services, Legal Support Operations. This role plans, directs staff, and interfaces with legal division leadership to ensure confidential, high-impact work is delivered on schedule.

The position supervises Legal Specialists, LSSII staff, and about 60 others, overseeing personnel management, training, and performance evaluations while advising on policy and operational changes.

Qualifications

• Knowledge of law practice procedures and court filing processes.
• Ability to understand departmental goals, policies, and procedures.
• Experience with human resources practices and performance management.
• Familiarity with state hiring, onboarding, training and retention processes.
• Knowledge of facilities projects and law office budgeting.
• Proficiency with Microsoft Office Suite including Word, Outlook, Excel, and Teams; Smartsheets; ProLaw is desirable.

Responsibilities

• Provide leadership and supervision of Legal Specialists and Legal Support Supervisors.
• Oversee personnel management, recruitment, hiring, training, performance evaluations, and labor relations.
• Collaborate with legal division management to resolve sensitive issues and ensure timely delivery of mission-critical work.
• Develop and implement initiatives for staff development and policy compliance.
• Manage business services, facilities operations, leases, budget monitoring, and strategic planning.
• Communicate effectively with staff at all levels and maintain professional diplomacy.

Skills

Law practice procedures

Court structure

HR principles

Hiring process knowledge

Budget knowledge

Facilities projects

Communication skills

Microsoft Office Suite

Smartsheets

ProLaw

Tools

Smartsheets

ProLaw

Microsoft Office

Job description

Under the direction of the Supervisor II (Office Manager), the Supervisor I (Assistant Office Manager) in the Division of Administrative Services, Legal Support Operations (LSO) independently plans, manages, and directs staff providing legal support services to executive, attorney, paralegal, and other professional and administrative staff. The Supervisor I interfaces with legal division management and senior attorney staff across a variety of practice areas to resolve sensitive, confidential, complex, and high impact issues, ensuring mission critical work is anticipated, planned, and delivered in support of the Attorney General’s Office.

The Supervisor I directly supervises Legal Specialists (Analyst Is and IIs), Legal Support Supervisor IIs (LSSII), and indirectly supervises approximately 60 other staff members including supervisors, legal secretaries, and other clerical support staff.

The Supervisor I provides oversight of all activities related to legal support services, including personnel and human resources management; work assignments; job design; recruitment and retention; hiring and selection; training and development; performance evaluations; labor relations; conflict management; discipline; and workers’ compensation. Reviews concerns and makes recommendations for resolution; conducts and reviews performance evaluations and disciplinary actions. Advises and consults with representatives from each legal division to resolve sensitive and confidential matters, discuss policies and procedures, address operational changes, and ensure mission critical work is delivered timely and effectively.

The Supervisor I collaborates with a variety of internal programs to develop and implement initiatives that enhance the skills and knowledge of legal support staff and ensures compliance with applicable policies and procedures. Maintains knowledge of current law office trends and administration, technology to improve service, increase efficiencies and enhance client communication.

Provide back-up duties to the Supervisor II (Office Manager) including business services (facilities operations, lease negotiation, etc.), liaison to property management, budget and monitoring of expenditures, strategic planning efforts, etc.

You will find additional information about the job in the Duty Statement.

Benefit information can be found on the CalHR website and the CalPERS website.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• SUPERVISOR I

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Knowledge of law practice procedures; court structure and legal case filing processes.
• Knowledge of departmental goals, policies, and procedures.
• Ability to maintain a positive, creative, and flexible approach to issues and problem solving in a fast-paced, team environment.
• Knowledge of human resources principles and performance management practices.
• Knowledge and experience with the State of California hiring process including selection, onboarding, training and development, and retention.
• Knowledge of facilities projects.
• Knowledge of and experience with law office budget.
• Knowledge and familiarity of business services.
• Excellent verbal and written communication skills.
• Ability to maintain a high degree of diplomacy, professionalism, initiative, and self-discipline while working independently with all levels of staff.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, and Teams), Smartsheets; experience with ProLaw is highly desirable.
• Ability to plan, organize, communicate, and adapt to changing assignments and priorities, and to work effectively under pressure to meet deadlines.