Assistant Office Manager

Job Description and Duties

Important Information : This is a 12-month limited-term appointment with the possibility of becoming permanent.

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 lls), Legal Support Supervisor lls (LSS II), and indirectly supervises approximately 135 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; legal secretary 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 current knowledge of tends in law office administration and technology to improve service, increase efficiencies, and enhance client communication.

Duties may also include tasks that require driving, bending/stooping, carrying/lifting up to 25 pounds, climbing, kneeling, reaching/twisting, manual dexterity grasping/ keyboarding), pushing/pulling, prolonged standing/sitting, frequent walking. Demanding, high-pressure position with frequent interruptions and multiple deadlines. Occasional travel may be required, locally and with the State.

You will find additional information about the job in the .

Working Conditions

Partial telework and/or in-office options are available. Schedules are based on business needs and may be re-evaluated as Department needs change.

Special Requirements

• A fingerprint check will be required.
• Clearly indicate the Job Control Code (JC-524111) and the title of this position in the "Examination or Job Title(s) For Which You Are Applying" section located on the first page of your State Application.
• Please be certain that your application package is thorough and completely filled out describing in detail your background experience and/or education duties. All applications will be pre-screened and only the most qualified and competitive applicants will be included in the interview and hiring process.
• If you are using education to meet the minimum qualifications for this position, you must submit a copy of your transcript or diploma. An official transcript will be required upon appointment.

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 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.
• 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.

Benefits

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

Examination Link

To be considered for the job opportunity, applicants must be reachable on an employment list, have transfer eligibility, or have reinstatement eligibility. If you are new to California State service and you do not have eligibility, you must take the exam for this classification.

Please note: A separate application is required for the examination and must be submitted to the address on the examination bulletin. Examination links can be found below:

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
• Other - A Cover Letter is required and must be included.
• Statement of Qualifications -

  The SOQ is a narrative discussion of how your education, training, experience, and skills meet the minimum and desirable qualifications and qualify you for this position. This also serves as a documentation of your ability to present information clearly and concisely in writing, and should be typed and no more than two pages in length.
  

  Important Information:
  Applicants are prohibited from using unauthorized materials or technology (e.g., internet search engines such as Google), or artificial intelligence software (e.g., ChatGPT, Jobscan, Kickresume, etc.) that might serve to aid them in the application package.