Law Office Manager

The City of Oxnard's City Attorney's Office has an upcoming opening for a Law Office Manager. Under general supervision, manages the daily administrative and support operations of the City Attorney’s Office. Responsible for performing complex, sensitive, and confidential legal assistant and administrative functions, while also providing supervision and guidance to support staff. Performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS:
The Law Office Manager is a single position supervisory level class responsible for supervising office support staff and providing complex and responsible administrative and office support functions requiring a thorough knowledge of municipal law, court procedures, administrative hearings and legal research techniques. The incumbent also performs difficult, confidential, diverse and sensitive duties in support of the City Attorney and legal staff.

SUPERVISION RECEIVED/EXERCISED:
Direction is provided by the City Attorney. Responsibilities include direct supervision of City Attorney Office support staff.

WORK SCHEDULE: The normal work week is Monday through Thursday 8:00 a.m. to 6:00 p.m. and alternating Fridays 8:00 a.m. to 5:00 p.m. This position may be required to be available to work additional hours as needed to respond to workload needs. This position is not eligible for overtime pay. The standard work environment varies depending on assignment but is typically either primarily in an office setting or out in the field. The City does not offer hybrid or remote work.

(This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.)

Legal Assistant Functions 
Assists with the preparation of a variety of office and legal documents, such as opinions, memoranda, legal pleadings, leases, contracts, ordinances, resolutions, proclamations, notification of changes in laws, and general correspondence; effects service, filing, and recording of legal documents; reviews and follows up on matters for Council consideration and prepares necessary legal forms and materials; sets up and maintains legal files for lawsuits, projects and legal opinions; accurately calendars court appearances, meetings, and legal deadlines; performs legal research for attorneys, and identifies and verifies legal citations by shepardizing cases; organizes documents and files in preparation for depositions, hearings, trials, and appeals; and provides assistance to city department staff with locating references in the law library.   

Supervisory Functions 
Trains, supervises, schedules, and evaluates assigned staff; prepares performance evaluations for assigned support staff in the City Attorney’s Office; recommends employment actions to the City Attorney; prepares work plans and assigns work to support staff assigned to the City Attorney’s Office ensuring timely and accurate completion of assignments and effective workflow.   

Daily Support Functions 
Coordinates daily support operations for the City Attorney's Office; coordinates and monitors administrative workflow and support for the City Attorney's Office to ensure quality deliverables are timely completed; collaborates daily with Special Counsel on all active public liability cases, coordinating communication and information-sharing between City departments, and maintaining comprehensive and organized case files; interacts with the Liability Review Committee regarding public liability claims; identifies preferred method(s) of support for management staff and accommodates working styles as directed by the City Attorney; assists with coordinating the review of documents submitted for City Council agenda preparation, including tracking, assembling, and monitoring agenda items; coordinates closed session council meetings and other special agenda items; prepares and/or edits staff reports, memoranda, opinions, resolutions, ordinances and other documents; prepares and administers professional services agreements for the City Attorney's Office; coordinates processing of City contracts for legal and insurance review; monitors deadlines, creates and maintains files; process debt collection payments; collects and disseminates information to and from City Departments; monitors and calendars meetings and deadlines; reviews and monitors office records for retention and destruction; maintains and updates office records retention document, as necessary; coordinates documents for destruction consistent with records retention policy; coordinates public records requests, as needed; organizes and maintains up-to-date office records and files; drafts and proofreads letters, memoranda, notices, records, reports, and other general and technical materials; answers/screens telephone calls and greets/screens visitors; answers and refers questions to the appropriate resources; arranges/schedules meetings, compiles and prepares information for meetings, may attend meetings and write minutes, and/or transcribe difficult dictation; coordinates with City Departments and staff so they are available to the City Attorney’s Office to provide information and support for their operations;  supervises and authorizes travel arrangements and approves travel authorization forms; receives, routes, and mails correspondence including sensitive materials and information; oversees the management, organization, and updating of the law library to ensure the availability of current and accurate legal resources; may perform basic research for special projects; attends budget preparation meetings and develops the office budget with the City Attorney, including entering and submitting information in the financial software system; maintains office financial records; processes legal services invoices for payment; supervises and approves City purchase cards invoices for the office, and monitors travel and training expenditures; interfaces with vendors and City Purchasing staff to order and review invoices for services, supplies, equipment, and other office specific items; prepares and approves time entries for support staff and handles payroll related matters with the Payroll Division; may participate on city-wide committees and teams; and monitors office computers, software and programs to ensure they are updated and functioning properly.

The following are the minimum qualifications necessary for entry into the classification:

EDUCATION: 

• A Bachelor’s degree in business administration, public administration, or related field.

EXPERIENCE: 

• Five (5) years of increasingly responsible administrative support and legal assistance experience, including experience in establishing and maintaining legal files in a formal legal office environment. At least three (3) years of office management, supervisory, and/or lead experience. Risk Management related support assistance is also desirable.

LICENSING/CERTIFICATIONS:  

• License: Possession of, or the ability to obtain, a valid class C California driver’s license.
• Certification: California Notary Public Certification as a California Notary Public is desirable.

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs on-line application.

• Complete and submit responses to the supplemental questions, if required.

• Upload resume, cover letter, proof of degree (transcript), or other requested documents.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.

The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. There will be one (1) full-time vacancy within the City Attorney's Department starting December 2025.

Selected candidate(s) must pass a thorough background investigation. 

UNION MEMBERSHIP: This position is designated as Confidential and as such is exempt from Union representation, however the terms and conditions of employment fall under the Oxnard Mid Manager's Association (OMMA) labor agreement.

NOTE: For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.

Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.

This position requires a 12 month probationary period.

Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.

EQUAL OPPORTUNITY: The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability or sexual orientation.

REASONABLE ACCOMMODATION: The City of Oxnard makes reasonable accommodation for individuals/people with disabilities.  If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

LEGAL REQUIREMENT: On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City 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. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov/e-verify

If you have any questions regarding this recruitment, please contact Jackie Ramos at jackie.ramos@oxnard.org.