Office Manager

Job Description and Duties

• Supervise Analysts to ensure office processes are carried out properly and timely. Assign responsibilities and coordinate scheduling of daily staff support and office reception duties. Ensure daily duties are covered with contingency plans.
• Perform personnel evaluations and prepare probation reports. Perform all other necessary personnel functions normally associated with this level of supervisorial position including interviewing and hiring new employees, progress in meeting agency’s equal employment goals, disciplinary actions, and establishing appropriate relationships with representatives of employee organizations.
• Maintain and update administrative systems and processes within the office. Identify and remedy inefficiencies with in-office systems and processes. Create standard operating procedures.
• Ensure office supplies are adequately maintained and review and approve supply order requisitions.
• Direct supervision of end-to-end processes of the monthly mailout/production process/cycle.
• Manage the in-office records retention plan.
• Manage the on- and off-site records and information filing system including, but not limited to, overseeing the records inventory and records retention schedule revision as required every five years. Manage the preparation of sending paper files to the State Records Center (SRC) and ordering of files, as necessary.
• Supervise, manage, and assist with the digitization of all paper records within the District. Work with Records and IT staff to ensure digital records are organized and accessible.
• Work with legal and District staff to assist with responsible Public Records Act requests (PRAs).
• Interpret and apply statutes, regulations, and policies to conduct preliminary review of new permit applications (CDPs), appeal submittals, local coastal programs (LCP) amendment requests, and other submittals.
• Compile submitted materials and prepare application files for use in sending hearing notices.
• Interpret and apply statutes, regulations, and policies, conduct initial analysis of received post-certification notices of applications from local governments into the database and notify supervisors of problematic notices; log and monitor notices into the database and prepare and send notices of appealable development to all required parties; monitor data entry for District to ensure all relevant fields for each record are completed in a timely manner; scan and enter documents into the database for record-keeping, including correspondence sent or received regarding pending applications.
• Interpret and apply statutes, regulations, and policies, processes permit time extension requests, review requests for completeness and send correspondence requesting needed information within deadlines, contact applicants as necessary and work with District Supervisors and lead permit analysts for the area to determine if there are changed circumstances affecting granting of extension. Prepare and mail extension request notices.
• Interpret and apply statutes, regulations, and policies, conduct background research and compile information for properties that are the subject of permit inquiries/applications and/or enforcement cases, including checking permit history in database and card file, requesting files from SRC, looking up property database information, and researching maps and other internet resources; conduct initial independent analysis and interpretation of data and refer more complex cases to supervisor or planner.
• Interpret and apply statutes, regulations, and policies, identify long-pending CDP and appeal files that are still open and work with District Manager, District Supervisors, and lead analysts to either close such files or bring them forward for Commission action.

• Oversee coordination with the building property manager and oversee building maintenance activities including, but not limited to, requests for repairs, routine maintenance, and as-needed maintenance and repairs.
• Oversee coordination of equipment and equipment needs for Long Beach office employees.
• Coordinate with Fiscal and Business Services to develop lease agreements and to ensure lease agreements are satisfied and upheld.
• Oversee maintenance and updates to the keycard system and log.
• Coordinate with IT to ensure software and hardware updates are properly supported.

• Oversee the onboarding and offboard of staff within the District office.
• Interpret and apply statuses, regulations, and policies, answer phones and address walk-in inquiries from the public; explain Coastal Commission procedures, make referrals to other agencies when appropriate and provide help to applicants, applicant representatives, and the public regarding the Commission’s program.

You will find additional information about the job in the .

Working Conditions

This position is located in the Long Beach office. The California Coastal Commission is a hybrid workplace and offers telework for all employees. Telework is available for this position in accordance with the California Coastal Commission’s Telework Policy and Procedures with a minimum of four in-office days per week. This Telework Policy is subject to change.

This positi on is a 12 Month Limited Term assignment with the p ossibility of Extension and/or becoming Permanent.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Ability to apply new ways of thinking to solve problems, create new ideas, and develop new approaches to optimize results. 
• Ability to work in a fast-paced environment that is impacted by conflicting deadlines and priorities.
• Ability to remain flexible with constantly changing priorities.
• Strong leadership and management skills, with an emphasis on establishing goals and objectives, resource management, and fostering accountability.
• Ability to mentor, coach, motivate, and develop team members.
• Ability to use tact and good judgment.
• Ability to remain calm and professional under pressure.
• Ability to work independently and in a team environment.
• Excellent communication skills, verbal and written, to ensure quality communication with other team members, stakeholders, and those contacted in the workplace, including members of the public.
• Experience in training and training delivery.
• Experience in facilitation and negotiation techniques to promote collaboration amongst diverse team members and groups.
• Experience in recommending or implementing process improvement strategies (e.g., Business Process Innovation, etc.)
• Experience leading, supervising, and/or managing a team of professional staff.
• Experience motivating others to achieve the Commission's mission, goals, and values, and encourages a diversity of opinions.
• Experience with Microsoft Suite, including SharePoint, Excel, PowerPoint, and Word.
• Experience with project management and agile methodologies.
• Experience with system testing, system design, system implementation, etc.
• Experience working with Information Technology stakeholders and external contract vendors.
• Knowledge of, and ability to apply the principles, methods, techniques, and tools for developing, scheduling, coordinating, and managing competing priorities and activities.
• Knowledge of principles and processes for providing quality public service.

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
• Other - Three professional references.