Title: Assistant Director of Operations

State Role Title: Assistant Director of Operations

Hiring Range: Up to $75,000

Pay Band: UG

Agency: Attorney General & Dept of Law

Location: Office of the Attorney General

Agency Website: https://www.oag.state.va.us/

Recruitment Type: General Public - G

Job Duties

• Staff Supervision and Leadership: In conjunction with the Director of Operations 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; work collaboratively with Director to provide staff performance evaluation feedback and performance improvement ideas.
  
• Policies and Procedures: 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.
• Budget and Management Reporting: 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.
• Building and Supplies Support Services: 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.
• Space Planning: 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.
• Building Security Access: 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.
• Records Management: 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.
• V-Scan: 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.
• Emergency Services: Prepare and maintain accurate and up to date OAG Emergency Evacuation floor rosters and serve as backup to Emergency Evacuation Officer.
• Building Contents Management: 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.
  

Minimum Qualifications

• 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
  

Additional Considerations

• 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
  

Special Instructions

Kindly utilize the Virginia Jobs website (https://www.jobs.virginia.gov) to submit your application. Applications sent to the Recruitment email address will not be reviewed for the hiring process. We do not entertain phone calls or emails inquiring about application status; instead, please login to the PageUp/RMS system for updates on your application's status.

Contact Information

Name: OAG Recruitment

Phone: 804-786-7021

Email: recruitment@oag.state.va.us

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.