Executive Assistant/Office Manager

If your goal is to advance your career in a state agency dedicated to serving Colorado and its people, consider joining the Office of the Attorney General! The Executive Assistant/Office Manager is a great opportunity for a high functioning administrative support professional with experience in a legal setting to work in an agency focused on the mission of protecting Colorado consumers. This position requires excellent communication skills, the ability to work independently as well as part of a team, and strong organizational skills. If you’re looking for a challenging professional support role in an organization with highly engaged employees, we invite you to submit an application so we can learn more about you!

This position is open only to residents of Colorado.

WHAT YOU WILL DO

The Executive Assistant/Office Manager provides executive administrative support to the Deputy Attorney General for the Consumer Protection (CP) Section as well as office management, operational management assistance and high-level administrative support to the Section. This position will manage the day-to-day business operations of the Section and guide other staff in the implementation of the Deputy’s directives.

Duties include the following:

• Provides high level administrative, technical and professional support to the Section by developing, updating, and distributing office operations procedures and administrative processes for Section staff;
• Provides executive administrative support to the Deputy Attorney General and First Assistant Attorneys General of the CP Section to ensure legal and administrative business of the Section is done effectively and efficiently; manages the Deputy’s calendar; reviews the Deputy’s outgoing legal pleadings and correspondence for accuracy and inconsistencies and recommends and/or makes changes as necessary;
• Assists Deputy with confidential matters and resolving potential issues within the Section;
• Develops and oversees tracking of key performance and operational metrics relating to business operations and SMART Act reporting and collaborates with stakeholders to devise, key metrics, data tracking processes and systems to meet the legislative requirements under the act;
• Utilizes software, including ProLaw, SharePoint, Microsoft Word, Excel, PowerPoint and Outlook to organize and track administrative information and presentations, including Section budget and billing for individual Units;
• Performs financial support duties by developing and monitoring operational budgets;
• Creates and edits time-sensitive documents such as letters, memoranda, and other documents as required; compiles and edits reports;
• Works with Administration, Accounting, and IT units to accomplish office transfers and electronic file access for the Section staff; partners with IT to determine best use of incoming technology resources including new computers for attorneys and staff; coordinates effective deployment of software packages, leads support staff in completing Human Resources forms and documents;
• Oversees tracking of ongoing investigations, filed cases, and settlements that involve installment payments and/or restitution distribution, as well as protocols for closing cases and investigations;
• Creates reports and conducts analysis of investigations, case status, and billing hours for documents such as annual reports, strategic plans, and budget requests;
• Reviews and monitors proposed legislation related to the work of the CP Section, tracks all bills coming into the Section, determines which attorney will be assigned to review the bill for legal issues, and establishes deadlines for the review and tracks the status of the bill; and
• Serves as the primary administrative liaison between the Section and other sections within the DOL, including the Office of the Attorney General.
• Supervises three support positions
  • Oversees procurement function for the Section, including purchase orders and contracts, oversees the ordering of office supplies and equipment for the Section according to state procurement rules and procedures;
  • Oversees 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;
  • Oversees travel coordinator for the Section
  • Oversees CP complaint referral and intake

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 other positions in the Department of Law.

WHAT WE ARE LOOKING FOR
 
Minimum Qualifications:  

Requests four years of administrative support, operational oversight, or paralegal experience, as the main function of your job, which MUST have included one year of experience providing executive/senior level support to attorneys, law enforcement managers, or equivalent.

Required Competencies: Requires proficiency with MS Office suite and ability to learn a variety of databases. Must have excellent interpersonal and communication skills.

Preferred Qualifications:

• Recent work experience supporting attorneys beyond the required one year
• Experience with office management or managing administrative operations
• Experience managing an executive’s calendar
• Experience with tracking and reporting data
• Experience with financial transactions including budgeting and procurement, particularly knowledge of state governmental fiscal, budgetary and procurement operations
• Leadership skills including the ability to coach and mentor a team
• Exceptional oral and written communication skills
• Excellent organizational skills
• Strong problem solving skills
• Willing to take initiative as well as ability to multi-task
• Bachelor’s degree is preferred

Substitutions:  A bachelor’s degree will substituted for three years of administrative/ general clerical experience.  There is no substitution for the required one year of experience providing executive/senior level support to attorneys, law enforcement managers, or equivalent. Transcripts must be submitted at the time of application.

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.

Conditions of Employment:

• Applicants must pass a thorough background investigation prior to appointment.

• Effective August 15, 2022, this position will require documented proof of full COVID-19 vaccination. New employees will be required to provide attestation to their status with proof of vaccination within three (3) business days of hire. Employees who have not been fully vaccinated may be required to submit to serial testing in the future. in the event of serial testing, religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission’s vaccination guidance.