Job Description
GENERAL DESCRIPTION
The General Counsel Division is seeking an office manager whose work will involve moderately complex (seniorlevel) managerial work administering the daily operations and activities for the General Counsel Division of the Office of the Attorney General (OAG). Work involves managing general operational activities for the division, including assisting in the implementation of division goals and objectives; developing and implementing general office procedures and processes; coordinating schedules, priorities, and standards for achieving division goals; coordinating division activities; and developing, evaluating, and monitoring budget requests and expenditures. May plan, assign, and supervise the work of others.
The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the State's law firm, the OAG provides exemplary legal representation in diverse areas of law. OAG employees enjoy excellent benefits (https://ers.texas.gov/BenefitsataGlance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans. The position headquarters is in Austin, the scenic and lively capital of Texas.
ESSENTIAL POSITION FUNCTIONS
- Oversee activities of division support staff; establish goals and objectives; develop and approve schedules, priorities, and standards for achieving goals; identify needed areas of change and make recommendations to improve operations; evaluate budget requests and monitor budget expenditures; develop administrative procedures, standards and methods; interpret policies and procedures and make administrative decisions
- Assist the Division Chief with general human resource management actions and maintain division personnel files; provide administrative support in preparing and/or processing division personnel action forms, purchase requisitions, and ordering office supplies; reconcile division leave forms and time summaries; attend office manager meetings and training; plan space allocation and oversee office moves; arrange travel and reimbursements for attorneys and staff; coordinate computer and telecommunications system needs with Data Services or ITS staff; review all invoices and billing information for telephone and legal research tools
- Assist the Division Chief and Deputies with administrative duties, including maintaining calendars using Outlook; schedule meetings and appointments; analyze correspondence routed to division and determine the necessary action; prepare responses to complex correspondence
- Function as Records Retention Liaison for the division; create, organize, and maintain accurate record keeping and filing systems in compliance with the agency's records retention schedule and records management requirements
- Function as Liaison in submitting documents for publication in the Texas Register
- Function as Inventory Liaison to update and track division inventory, including reviewing fixed assets and other inventory items to ensure inventory is always accountable and reconcile annual/bimonthly inventory reports
- Mentor and train administrative support staff to aid the Office Manager for daily administrative business operations for the division
- Function as Safety Officer/Fire Warden for the division, including filing Safety Reports, attending training to promote safety awareness, and assisting with safety training of new hires and preparing for firedrills in accordance with agency standards
- Supervise the Lead Contract Specialist and other administrative staff
- May train less tenured staff
- Perform related work as assigned
- Maintain relevant knowledge necessary to perform essential job functions
- Attend work regularly in compliance with agreedupon work schedule
- Ensure security and confidentiality of sensitive and/or protected information
- Comply with all agency policies and procedures, including those pertaining to ethics and integrity
MINIMUM QUALIFICATIONS
Manager II:
- Education: Graduation from high school or equivalent
- Education: Bachelor's degree from an accredited college or university; experience in the following (or closely related) fields may be substituted for the required education on a yearforyear basis: Office Management; Executive Assistance; Legal Assistant or Paralegal Practice
- Experience: Seven years of fulltime experience working in the following (or closely related) fields: Office Management; Executive Assistance; Legal Assistant or Paralegal Practice
- Knowledge of general office practices, administrative procedures, applicable rules, regulations, policies, and related legislative practices and procedures
- Skill in using logic and reasoning to identify strengths and weaknesses of alternative solutions or approaches to problems
- Skill in exercising sound judgment and effective decision making
- Skill in handling multiple tasks, prioritizing, and meeting tight deadlines
- Skill in effective oral and written communication
- Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG workspace within OAG work location, and perform inperson work with coworkers (e.g., collaborating, training, mentoring) when scheduled for inperson work.
- Ability to telework (must ensure the availability of secure internet connections at a designated telework site) when scheduled for telework.
- Ability to maintain appropriate levels of confidentiality regarding division personnel, budget and other sensitive information.
- Ability to receive and respond positively to constructive feedback
- Ability to work cooperatively with others in a professional office environment
- Ability to supervise, mentor, and train employees
- Ability to arrange for personal transportation for businessrelated travel
- Ability to work more than 40 hours as needed and in compliance with the FLSA
- Ability to lift and relocate 30 lbs.
- Ability to travel (including overnight travel) up to 5%
Manager III ¿ All of the above functions for a Manager II PLUS:
- One additional year of fulltime experience working in the following (or closely related) fields: Office Management; Executive Assistance; Legal Assistant or Paralegal Practice
PREFERRED QUALIFICATIONS
- Experience: Working in a fastpaced legal environment
- Experience: Eight or more years of fulltime experience working as an office manager, executive assistant, legal assistant, or paralegal in a law office or with a government agency.
- Knowledge in the following software: Microsoft Office 365, Adobe Acrobat, Advanced Excel, PowerPoint, SharePoint, DocuSign, and CAPPS Financial (Centralized Accounting and Payroll/Personnel System)
TO APPLY
To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at
https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf
THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER