Assistant Office Manager

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

Job summary

State of California is seeking a Supervisor I (Assistant Office Manager) in the Division of Administrative Services, Legal Support Operations to plan, manage, and direct staff providing legal support services to executives, attorneys, paralegals, and professionals. The role interfaces with division management to resolve confidential issues and ensure timely, high-impact work delivery.

You will oversee personnel management, assignments, recruitment, training, performance evaluations, labor

Qualifications

• 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.

Responsibilities

• Plan, manage, and direct staff providing legal support services to executives, attorneys, paralegals, and others.
• Direct supervision of Legal Specialists and Legal Support Supervisor IIs; oversee ~60 staff including clerical roles.
• Provide oversight of personnel management, work assignments, recruitment, training, performance evaluations, and labor relations.
• Advise with legal division management to resolve sensitive, confidential matters and ensure timely delivery of mission-critical work.
• Collaborate with internal programs to enhance staff skills and ensure compliance with policies.
• Back-up duties to Office Manager, including facilities operations, lease negotiation, budgeting, and strategic planning.

Skills

Verbal communication

Written communication

Diplomacy

Problem solving

Organization

Planning

Adaptability

Team collaboration

Time management

Tools

Microsoft Office Suite

Smartsheets

ProLaw

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.

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.