Assistant Director of Operations

DHRM•Richmond, VA

1d•Onsite

About The Position

The Office of the Attorney General & Department of Law is seeking an Assistant Director of Operations. This role involves providing daily management of the Operations Team, including Facilities Supervisor, Facilities Assistant, Office Support Specialist, and Receptionist positions. The Assistant Director will create, implement, and interpret administrative and business policies and procedures for the Operations section, ensuring alignment with the service requirements of the Office’s legal services sections. This position also assists in budget development, manages purchase decisions, oversees staff support requests, coordinates services with outside vendors and the Department of General Services, manages office space inventory, oversees building security access, serves as backup for the Records Manager, manages new employee enrollment in the V-Scan safety notification service, prepares emergency evacuation rosters, and serves as the OAG representative to the Department of Risk Management for building contents management.

Requirements

Ability to work independently as well as with others
Ability to handle multiple tasks efficiently and effectively
Ability to prioritize and delegate
Ability to anticipate and resolve administrative problems
Ability to make sound recommendations and decisions
Ability to interpret and implement policies
Leadership/Interpersonal skills
Working knowledge of the organization and functions of state government
Proficient with Windows and Mac operating system and user interfaces
Microsoft Office products proficiency- Word, PowerPoint, Outlook, Excel and Access
Proficient AutoCAD 2016
Proficient with Adobe Photoshop CS
Performance Series Purchasing System

Nice To Haves

Bachelor’s degree in Business or Public Administration preferred.
Significant work experience with post high school educational credits acceptable.
Office operations-specific experience may substitute for education.
Demonstrated experience in service sector supervisory or project management position in medium to large organizations

Responsibilities

Provide daily management of Operations Team including Facilities Supervisor, Facilities Assistant, Office Support Specialist and Receptionist positions.
Provide direction/information to Operations staff as required ensuring excellent customer service and orderly and timely execution of work tasks within location with minimal disruption.
Provide staff performance evaluation feedback and performance improvement ideas.
Create, implement and interpret administrative and business policies and procedures for Operations section.
Update policies and procedures to ensure effective and efficient business function and performance.
Continually monitor Operations sections procedures to ensure alignment with the service requirements of the Office’s legal services sections.
Identify, develop, implement and execute ongoing improvements to Operations’ services, processes and procedures.
Demonstrate leadership, responsiveness, and creativity in finding solutions.
Seek to continuously improve processes, systems and overall client satisfaction.
Assist in the development and Operations section expense budgets as required.
Manage purchase decisions in light of budgetary constraints and consistent with applicable policies and procedures.
Participate in monthly variance reporting on expense budgets as required.
Manage the professional, orderly and prompt processing handling of OAG staff support requests.
Provide appropriate follow up with staff, preferably within 24 hours.
Oversee Samanage Operations Tickets and monitor individual ticket progress to ensure they are completed in a timely manner.
Coordinate services with outside vendors or service providers.
Coordinate service requests with Department of General Services Facilities Management or outside vendors for prompt and orderly completion of service requests.
Work with the Director of Operations to facilitate resolution of problematic issues.
Collaborate to solve problems and resolve spontaneous and unique situations with professionalism and customer service focus.
Manage and track office space inventory (new hires, internal transfers and office relocations) and update floor plan drawing in CAD system.
Track staff changes (additions, deletions and changes, office relocations and distribute changes as necessary.
Maintain Barbara Johns Building floor plans on to the OAG Operations intranet page.
Manage employee building access as well as the structure of the security zones in conjunction with the Department of General Services building security services.
Assign employees security access permission, initiate change orders or special report requests with security services.
Serve as back up for the Records Manager for new matter entry into matter management system.
Work closely with Records Manager as the Administrative Records Officer for the OAG, including but not limited to- scheduling pickup of OAG records by the Library of Virginia and OAG compliance with Library of Virginia administrative policies and procedures and reduce records inventory expense whenever possible.
Manage new employee enrollment in the V-Scan safety notification service to ensure that new employees are enrolled in capital area V-Scan program through their office email accounts.
Prepare and maintain accurate and up to date OAG Emergency Evacuation floor rosters and serve as backup to Emergency Evacuation Officer.
Serve as the OAG representative to the Department of Risk Management, Virginia Agency Protection System (VAPS) including maintaining database of OAG building contents for insurance purposes as necessary and tracking furniture changes.
Other duties as assigned.