Assistant/Office Manager for the Dept. of Justice State Solicitor & Civil Division

Civil Division - New Castle County (work location)

Recruitment #070825-muaa23-150100

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Introduction



Delaware's Attorney General, the State's chief law enforcement officer, has a broad responsibility to combat crime, uphold civil rights, safeguard families, provide legal services to entirety of state government, and fight fraud. 
In the Civil Division, approximately 80 attorneys provide legal support to the executive branch agencies in the form of general counsel advice, administrative hearing prosecutions, board representation, and all stages of civil litigation.  
Attorneys in the Civil Division enjoy a 37.5 hour work week with true work/life balance including: a hybrid work environment, no billable hours, generous paid time off, affordable benefits plans, free trainings and CLE, 12 weeks paid parental leave, exclusive public service student loan forgiveness programs, pension eligibility, and a supportive collaborative work environment.

Summary Statement

The Delaware Department of Justice seeks an Assistant/Office Manager to provide administrative support to the State Solicitor and the units within the Civil Division. This position may also assist the Deputy State Solicitors and Civil Division Unit Heads, as needed.

This integral role of Assistant/Office Manager to the Delaware Department of Justice State Solicitor extends beyond traditional administrative responsibilities by taking an active role in managing projects, budgets, vacancy reports, and key statistics. It also involves facilitating meetings and serving as a liaison between the State Solicitor and internal or external stakeholders. This position focuses on maintaining organization, tracking progress on projects, managing data, and ensuring the State Solicitor is well-supported in addressing high-level priorities. Additionally, the role includes coordinating meetings, overseeing timelines, and serving as a strategic partner to ensure seamless operations.

This role encompasses a wide range of administrative responsibilities involving the entire Civil Division across two counties.

Key Responsibilities:

· Schedule, organize, and attend meetings with and possibly on behalf of the State Solicitor, ensuring agendas, supporting materials, and follow-up actions are prepared and executed.

· Facilitate meetings to relay and gather critical information, ensuring decisions and updates are communicated accurately.

· Represent the State Solicitor in meetings, task forces, and briefings, providing updates and ensuring follow-through on action items.

· Maintain and manage comprehensive contract records.

· Develop tracking systems to monitor project progress, budget utilization, and compliance with policies and procedures.

· Act as a liaison between the State Solicitor and internal teams, ensuring clear communication and alignment.

· Draft correspondence, reports, and presentations to support the State Solicitor’s objectives.

· Manage the State Solicitor’s calendar, prioritizing and organizing tasks for maximum efficiency.

· Anticipate needs and proactively address them, ensuring the State Solicitor is prepared for engagements.

· Suggest and implement improvements to workflows and organizational processes.

· Ability to manage complex priorities and work in a fast-paced environment.

Skills and Competencies:

· Demonstrated ability to manage complex priorities and work in a fast-paced environment.

· Exceptional organizational and time-management skills.

· Excellent communication and interpersonal skills, with the ability to build relationships across all levels of the organization.

· Proactive and resourceful, with the ability to anticipate needs and independently resolve issues.

· High level of discretion and professionalism in handling sensitive and confidential information.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

- Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
- Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies and procedures.
· Assures effective coordination of operational functions.
· Arranges for the delivery of legal paperwork.
· Types correspondence and legal paperwork.
· Establishes tracking and monitoring systems and conducts follow up to ensure effective

Job Requirements

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  1. Two years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
  2. Two years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters, and administrative documents.
  3. One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
  4. One year experience in using standard computer software programs for word processing, spreadsheets or databases.

Additional Posting Information

  • Please be sure to upload a recent copy of your resume, as you complete the application process for this posting.
  • This position is exempt from the State of Delaware Merit System. 

Conditions of Hire

  • Criminal background check: A satisfactory criminal background check is required as a condition of hire. 
  • Direct deposit of paychecks is required as a condition of hire.
  • Applicants must be legally authorized to work in the United States.

Benefits

Department of Justice Benefits Include:

May be eligible Loan forgiveness (State and Federal).
State of Delaware healthcare plan.
State of Delaware pension plan.
Over 4 weeks of vacation per year.
3 weeks of paid sick leave per year.
12 weeks of paid parental leave.

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.  To request an auxiliary aid or service please call (302) 739-5458. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.