Department Information

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. If supporting legal professionals, managing administrative programs, and leading process improvement initiatives in a complex, fast-paced, and highly regulated environment aligns with your experience and interests, we encourage you to apply!

WHO WE ARE
 
 The Office of the Attorney General/Department of Law is the "People's Lawyer." The Attorney General, Phil Weiser, was elected by the people of Colorado and is the State's chief lawyer and law enforcement official. Our vision for the Department of Law is: "Together, we serve Colorado and its people, advancing the rule of law, protecting our democracy and promoting justice for all." Our core values and commitment to diversity, equity, and inclusion, drive our actions and demonstrate our focus on being principled public servants who are innovative and better together.
Visit our website to learn more: https://coag.gov/.

Description of Job

WHAT YOU WILL DO

ABOUT THE SECTION

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.


WHAT YOU WILL DO

Specific duties include but are not limited to the following:

Administration of Section Operations

• 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.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

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.

Supplemental Information

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.

Veteran’s Preference: In order to be considered for veteran’s preference you must attach a copy of your DD214 forms as well as any documentation required to prove disability or marital status.
 
Your application will be reviewed by a qualified Human Resources Specialist to determine if you meet the minimum qualifications for this position. If your application does not demonstrate that you meet the minimum requirements, you will be notified that you will not proceed in the selection process for this position. If your application is rejected and you have questions, you may contact Mercedes Chansisourath at 720-508-6793 or mercedes.chansisourath@coag.gov.  
 
Assessment Information:
 Colorado Revised Statutes require that all state employees be hired and promoted through comparative analysis of merit and fitness. Upon meeting the minimum qualifications, the next phase of the process is typically a structured application/resume review by a panel of subject matter experts against the job duties and/or preferred qualifications in this job announcement to determine technical competence, depth and breadth of experience and potential job fit.  

• Technical Competence – Technical experience as it relates to the duties outlined in this job announcement. 
• Depth and Breadth of Experience – Experience that covers multiple areas outlined in this job announcement and demonstrates the level of responsibility assigned. 
• Job Fit – Experience will be evaluated to determine how well experience aligns with and meets the business needs of this position.  Current experience is preferred. 

It is imperative that the “Work Experience” section of your application is complete and specifically addresses your qualifications, experience, work product, and accomplishments as they relate to the Description of the Job, Minimum Qualifications, and Preferred Qualifications as listed above. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and/or may affect your inclusion in the final pool of eligible applicants as the materials may be used to identify a top group for additional assessment or establish an eligible list for referral to the hiring manager for final consideration.
 
Appeal Rights: 
 
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.
 
An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email, US Mail, faxed or hand delivered within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.
 
For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board go to spb.colorado.gov or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

WHY WORK FOR US
 
We Embrace Flexibility
We aim to produce outstanding work product for our clients, be efficient with our time, and support each other as team members – which also means we embrace flexible working arrangements when and where possible.
 
We Are Committed to Diversity, Equity and Inclusion
At the DOL, our commitment to DEI is thriving. We know that we are better together when our differences are valued and everyone is inspired and empowered to contribute. As such, we strive to provide a safe environment where individuals feel valued and respected for who they are; demonstrate a behavior and mindset where differences are welcomed, and individuals are treated equally and empowered to do their best work; and promote growth and innovation through a diverse workforce. We empower an active Diversity Equity & Inclusion Impact Team that creates approaches to ensure safe spaces and a culture supportive of people being their authentic selves, hosts events and programs on DEI areas important to our employees, enables development and sustainability of resource groups that give a voice to historically marginalized populations, focuses on retaining our incredible talent, and more!  If your professional goals include promoting growth and innovation with colleagues who recognize that we are better together when our differences are valued and respected, then DOL is your place to be!
 
We Have Strong Core Values
 Our core values drive our actions. At the Department of Law, we are: 1) principled, maintaining the highest ethical standards, rigorous legal analysis, and careful evaluation of facts; 2) public servants, who are always ensuring our work is not about us, but instead is about the people of Colorado; 3) innovative, by seeking to identify the best approach, make deliberate decisions, and look to improve; and 4) "better together," by working to support each other and collaborate.
 
We are Committed to Developing our Employees
 We are deeply invested in our talent and regularly provide meaningful opportunities for personal and professional growth through training and coaching. Further, our professional development and performance goal setting process is collaborative and ongoing, and aimed at helping our employees grow and succeed.
 
We Offer Excellent Benefits
In addition to the comprehensive State of Colorado benefits package including competitive medical and dental health plans, employer-paid life insurance, paid holidays, retirement plans with Colorado PERA, and vacation and sick leave earned each month, there are many other unique benefits that we offer, including:

• Medical and dental health plans
• Employer-paid life insurance
• Paid vacation and sick leave earned each month
• 11 paid holidays per year
• Public Service Loan Forgiveness – A borrower may qualify for forgiveness by making 120 on-time payments while employed full-time in public service, if they have certain kinds of federal loans in a qualifying repayment plan
• Free access to an on-site fitness center
• Strong, flexible retirement benefits including 401K and 457 plans
• Distinctive career advancement opportunities throughout the State personnel system
• Excellent work-life programs, such as flexible work schedules, professional development opportunities, and an employee discount program

To learn more about our benefits visit: https://www.colorado.gov/dhr/benefits.
 
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
 
The Department of Law is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Julie Christopher at hr@coag.gov.