Office Manager- Business and Licensing Section
- Business & Licensing
- Position Number:
- Salary Range:
- $53,364.00 - $74,712.00 Yearly
- Apply By:
- Monday, October 16, 2023, 11:59 pm
- Work Unit:
- Business & Licensing
- Job Location:
- 1300 Broadway, Denver, CO 80203
- Release Date:
- Monday, September 25, 2023
- Employment Type:
- Position Type:
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 Coloradans. 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 Business & Licensing 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:
- Provide high level administrative, technical and professional support to the Section by developing, updating, and distributing office operations procedures and administrative processes for Section staff;
- Provide executive administrative support to the Deputy Attorney General and First Assistant Attorneys General of the B&L 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;
- Assist Deputy with confidential matters and resolving potential issues within the Section
- Develop and oversee the tracking of key performance and operational metrics relating to business operations and collaborates with stakeholders to devise, key metrics, data tracking processes and systems to meet the legislative requirements under the act;
- Utilize 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;
- Perform financial support duties by developing and monitoring operational budgets;
- Create and edits time-sensitive documents such as letters, memoranda, and other documents as required; compiles and edits reports;
- Collaborate 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;
- Assist with the hiring process including recruiting, retention, tracking and onboarding
- Oversee the 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;
- Create reports and conducts analysis of investigations, case status, and billing hours for documents such as annual reports, strategic plans, and budget requests;
- Review and monitor proposed legislation related to the work of the B&L 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
- Serve as the primary administrative liaison between the Section and other sections within the DOL, including the Office of the Attorney General.
- Supervise four support positions
- Oversee the procurement functions 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
- Prepare agendas for Section meetings
- Serve as the Travel Coordinator for the Section
- Prepare presentations with PowerPoint to include at State of the DOL and AGO Seminar Series
- Oversee the Rule Opinion process for the Section
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
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: In addition to the minimum qualifications, if you possess any of the following specifically include the details on your application, as this information will be used to assess your qualifications and may be used to determine a top group of applicants.
- 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
Conditions of Employment:
- Applicants must pass a thorough background investigation prior to appointment.
View the full job announcement for more information, including information about compensation and benefits, and to apply.