Office Manager 2 (Litigation Support Experience - REQUIRED)
Location: Oakland (Hybrid – Home/office)
SALARY RANGE (Depending on Experience): $62,470 - $91,243 annually (Band 8)
We base salary and position offers on experience and an internal equity analysis.
Employment Status: Exempt; Regular; Full time (37.5 hrs)
EXCELLENT BENEFITS including 8% 401k Match, a language differential up to $250/mo. Health (HMO and PPO options), dental, vision, basic life insurance, short-term and long-term disability insurance and flexible spending accounts (medical, dependent care and commuter). Additionally, we offer ample vacation, sick/self care leave and eighteen paid holidays (including the last week in December) and more….. We are a Public Service Loan Forgiveness (PSLF) - eligible employer.
Application Deadline: Open until filled. Submit a resume and detailed cover letter outlining how you meet all the minimum qualifications for the job. Apply no later than April 10, 2023. To be considered for the first round of interviews.
WHO WE ARE
Disability Rights California (DRC) defends, advances, and strengthens the rights and opportunities of people with disabilities.
DRC works for a world where all disabled people have power and are treated with dignity and respect. In this world, people with disabilities are supported, valued, included in their communities, afforded the same opportunities as people without disabilities, and make their own decisions.
DRC values all forms of human diversity. We are committed to a culture of belonging where all people are welcome. In order to be effective advocates for all people with disabilities, we must address discrimination in all its forms, including the unique challenges faced by people who experience the intersection of multiple systems of discrimination.
PURPOSE OF THE JOB
Our Office Manager Team is seeking a passionate, driven, and proactive Office Manager for the Oakland (Bay) office who will:
· Effectively manage office operations and support litigation work, including the development and implementation of office procedures and protocols (office environment, safety, day-to-day operations, and coordination of legal support work coverage).
· Lead the legal and administrative support team by hiring, training, and mentoring staff to help them develop the necessary skills to do their best job for our clients.
· Effective supervision and coordination of litigation workloads and support planning.
· Work as a team player with other statewide office managers to continue fostering a unified, collaborative culture across DRC.
· Collaborate with the development and implementation of statewide procedures and protocols.
JOB RESPONSIBILITIES
Essential functions are the job responsibilities an employee must be able to perform, with or without reasonable accommodation. Office Manager 2 essential functions include:
Support – 60%
- Oversee office day-to-day operations, including the coordination of office resources, and temporary staffing needs.
- Oversee and implement case management and litigation procedures for support staff per Legal Advocacy Unit protocols.
- Conduct legal and administrative performance evaluations for support staff.
- Assist in the development, implementation, and monitoring of career goals for the legal and administrative support staff.
- Process Personnel Action Emails (PAE) for office hires.
- Assist with the onboarding process for new hires.
- Oversee and manages purchasing and inventory control for supplies, furniture, equipment and law library.
- Ensure the office safety/emergency evacuation plan is current and followed.
- Provide reasonable accommodation assistance and perform ergonomic evaluations for staff.
- Provide back up for legal and administrative support staff.
- Maintain and process accounting and administrative records and forms.
- Review and approve travel for LAU staff.
- Review and approve timesheets and travel reimbursements for Legal and Administrative support staff.
- Assist with office lease/purchase negotiation and office relocation coordination.
- Perform other duties as assigned.
Customer Service – 15%
- Assist in providing resolution to escalated issues with staff and clients.
- Serve as a liaison with other units and departments to ensure compliance with company policies and procedures.
Technical – 20%
- Analyze operating procedures to identify the most efficient methods of accomplishing work; recommend and implement new systems and processes.
- Recommend and implement new software applications for case management.
- Knowledge and implementation of court rules (State, Federal, and Appellate) and procedures, along with Administrative Hearing rules and procedures.
- Prepare and monitor fiscal year budget and budget requirements.
- Participate in the development and implementation of agency goals, objectives, policies, and procedures; and identify resource needs.
- Assist with the process, distribution, and collection of Minimum Continuing Legal Education (MCLE) forms for in-house training.
- Assist with the process of monitoring the Attorney Fee Log and process Transcript Reimbursement Fund (TRF) invoices.
- Process DAD Reports and Service Request Reopening.
Other Responsibilities 5%
- Participate in outreach activities to minority and underserved communities.
- Participate in various agency-wide committees.
- Perform other duties as assigned.
SUPERVISORY RESPONSIBILITIES
Directly supervises five (5) or more full-time legal and administrative support staff for the Legal Advocacy Unit in various locations in accordance with the agency's policies and applicable laws.
The supervision of legal and administrative support staff includes:
- Interview, hire, train, and coach.
- Develop, implement, and monitor career goals.
- Set up effective work teams and appraise work performance.
- Reward and discipline employees.
- Address complaints and resolve problems.
TRAVEL REQUIREMENTS
Ability to travel infrequently for activities such as training or outreach activities up to 10% of the time.
MINIMUM QUALIFICATIONS
Education and Experience
Associate degree (AA) or Paralegal Certificate, plus seven years of solid office support experience and/or training, or equivalent combination of education and experience plus:
· Five years of office management and supervision experience in a law office environment.
· Five years of experience assisting attorneys with litigation work from initial proceedings to trial work.
· Successfully, leading, developing, mentoring, and training legal support teams of at least 3 or more.
· Expertise and knowledge in using legal software applications.
LICENSES / CERTIFICATES
This position has no licenses or certificates requirements.
PREFERRED QUALIFICATIONS
- Bachelor's degree in Business Administration or a related field.
- Seven years of supervision and office management experience.
- Experience using software applications for case management, litigation, and record review.
- Experience using Microix accounting or other accounting software.
- Able to communicate fluently and write effectively in Spanish or Asian language; or able to communicate in American Sign Language.
- Experience working for non-profit and/or social services organizations.
- Experience in the disability rights movement and/or extensive contacts in the disability community.
- Experience with and/or extensive contacts in ethnic or language distinct communities.
- Familiarity and/or extensive contacts with one or more of the following: homelessness, criminal justice, substance abuse or Lesbian, Gay, Bisexual, Transgender, Queer plus (LGBTQ plus) communities.
- Experience working with and/or sensitivity to persons with disabilities and/or experience working with and/or sensitivity to persons from multi-ethnic communities.
- Life experience as a person with a disability or direct experience as a caregiver of a family member with a disability.
If you are interested in becoming a part of DRC, please submit the following:
1. Online Disability Rights California Application Form
2. Your resume
3. Cover Letter: We need a workforce that can utilize insights and strategies that can come from both professional and personal experience. In your cover letter, please tell us about yourself and why you are a great fit for this position and for DRC.
Incomplete applications will not be considered.