Offres d'emploi

We are seeking a highly organized, collaborative, and proactive Office Manager to provide operational leadership and administrative oversight for a dynamic legal team. This position serves as a trusted advisor to section leadership and is responsible for supervising administrative staff, managing office operations, developing and implementing administrative processes, and ensuring the efficient delivery of support services. The ideal candidate will possess strong leadership, problem-solving, and communication skills, with the ability to manage competing priorities, navigate complex operational issues, and foster a positive and productive work environment.

The Natural Resources and Environment Section (the "Section") provides legal advice and litigation services to the Department of Natural Resources, the Department of Public Health and Environment, the Colorado Natural Resources Damages Trustees, the Office of the Colorado State Public Defender, the Office of the Alternate Defense Counsel, and the Colorado Energy Office. The Section provides supervision of all attorneys and classified personnel through the Deputy Attorney General, in partnership with the Assistant Deputy Attorney General.

Specific duties include but are not limited to the following:

• Oversee and coordinate section operational, administrative, and legal support functions, including procurement, records management, travel coordination, mail distribution, implementation of officewide initiatives, and special projects
• Serve as a resource to staff by interpreting and communicating section and OAG administrative policies and procedures and ensuring dissemination of operational updates and policy changes
• Coordinate personnel-related administrative functions, including onboarding, position description management, recruitment coordination, and collaboration with HR and section leadership on sensitive personnel and policy matters
• Coordinate section communications and meetings in collaboration with leadership and prepare and edit time-sensitive correspondence, reports, memoranda, and other operational documents
• Coordinate operational resource management activities, including office space utilization and technology deployment, to support efficient section operations
• Oversee procurement and financial administrative activities for the section, including purchasing approvals, invoice processing, licensing administration with compliance with state procurement procedures
• Monitor, review and assign matter number to all invoices, review charges for accuracy and compliance, report and reconcile charges of exceeding standard max amount, and coordinating with attorneys and payroll staff to ensure timely submission and payment
• Communicate with other sections within the Office to address Section administrative needs, including Administration, Accounting, OAG, and IT
• Develop and oversee tracking of key performance and operational metrics relating to business operations and SMART Act reporting
• Provide counsel to the Section Deputy on personnel matters and unit culture to support effective leadership, employee engagement, and informed operational decision-making

Executive Support to the Deputy and Section Leaders

• Provide executive support to the Deputy of the Section and other Section Leaders to ensure legal and administrative business of the Section are completed effectively and efficiently
• Provide high-level technical and administrative support to the Deputy by reviewing correspondence to ensure accuracy, consistency, and alignment with established policies and procedures, and recommending or implementing revisions as appropriate
• Coordinate and manage complex scheduling and operational logistics, including prioritizing and organizing meetings to support program objectives and leadership needs
• Serve as a liaison for the Section by facilitating communication, often serving as the initial point of contact for inquiries, and ensuring issues are appropriately routed and resolved by applying knowledge of section operations
• Manage confidential and sensitive matters, and making decisions on behalf of the Deputy

Supervise Administrative Support Staff

• Supervise and manage legal support staff ( including drafting and revising position descriptions and job postings; conducting performance management activities such as goal setting, coaching, mentoring, evaluations, and performance reviews; and providing ongoing leadership and staff development)
• Serve as a liaison between administrative staff, Unit First Assistant Attorneys General ("Firsts"), paralegals, and attorneys to facilitate communication, address operational issues, and ensure effective coordination of support functions across the section
• Oversee day-to-day administrative work product and workflow distribution, ensuring assignments are balanced appropriately among staff and completed accurately, timely, and in accordance with section expectations and operational priorities
• Provide guidance and corrective direction to staff by identifying performance or workflow issues, assisting with problem resolution, and implementing appropriate coaching or corrective actions to improve accuracy, efficiency, and consistency of work product

Case and File Management

• Evaluate and implement Section data policies ( i.e. overseeing hard copy and electronic document retention processes, analyzing what is to be kept, archived or destroyed based upon Section policies, and assisting other personnel in this regard)
• Oversee the management and updates to the current retention policy and operates as the data manager in charge of ensuring the database and P: Drive are organized and easily accessible
• Generate and analyze database queries and reports related to billing hours

Salary note: Although a salary range is listed, salary will be set commensurate with the successful candidate's qualifications and in compliance with the Equal Pay for Equal Work Act. This recruitment may be used to fill multiple positions in the Natural Resources and Environment Section at the Department of Law.

What We Are Looking For

Class Code & Classification Description:

H4R2XX - Program Assistant II

Minimum Qualifications: Please document all relevant experience in detail on your application. Experience will not be inferred or assumed. Any part-time experience listed will be prorated. Experience Only: Five (5) years of professional experience providing office management, executive assistant support, program administration, or complex administrative support in a legal environment, such as a law firm, corporate legal department, government legal office or court. OR Education and Experience: A combination of related education and professional experience providing office management, executive assistant support, program administration, or complex administrative support in a legal environment, such as a law firm, corporate legal department, government legal office or court totaling five (5) years. Please note, relevant education may substitute for 4 years; qualified candidates must demonstrate at least 1 year of related professional experience. If qualifying under the education substitution, you will be required to provide a copy of your transcripts at time of application (we accept unofficial transcripts). Note: Candidates possessing a foreign degree must submit a translation (evaluation) of their degree from an accredited institution, such as The National Association of Credential Evaluations Services in order to be given credit for the degree.

Required Competencies:

• Excellent written and verbal communication skills
• Strong organizational, time management, and prioritization skills
• Strong leadership, supervisory and team coordination skills
• Strong problem-solving and decision-making skills
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion
• Proficiency with business and office software applications, including Microsoft Office Suite, Adobe Acrobat, SharePoint, and database or file management systems

Preferred Qualifications: In addition to the minimum qualifications, the preferred applicant will also demonstrate and clearly describe the following skills and experience in their job application:

• Experience providing executive-level administrative and operational support
• Experience managing complex teams with various program functions
• Experience interpreting laws, rules, regulations and policies to develop and implement operational strategies, procedure or program plans
• Experience creating and overseeing section-wide administrative operational procedures
• Experience supporting leadership in organizational planning, workflow coordination, and process improvement initiatives
• Experience coordinating budgetary, procurement, travel, or file management processes in compliance with legal requirements and in a government setting.

Conditions of Employment:

• Applicants must pass a thorough background investigation prior to appointment.
• Colorado Department of Law participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
• This position offers flexible work arrangements; employee is expected to work in-office 4 days a week.

How To Apply

Required Application Materials

1. A completed State of Colorado Application: Applicants are responsible for ensuring that the application provided is fully completed and clearly describes their education, training and experience as it relates to this position. Applications left blank or marked "See Resume" will not be considered. Applicants may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution
2. Current Resume: A detailed resume outlining your background skills and experiences including previously held positions and academic background, is required at the time of application. This document will be used to assess candidates during the comparative analysis process.
3. Cover Letter: A detailed cover letter explaining your interest in the position, any information regarding your skills, qualifications, accomplishments, etc. and how you meet the listed preferred qualifications is due at the time of application. This document will be used to assess candidates during the comparative analysis process.

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