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POSITION FILLED
Job Number: 19055418302
Position Title: Office Manager
Description:

The Office Manager oversees the daily operations of a law firm.  The Office Manager is responsible for all human resources functions and managing of the office support team which includes paralegals, secretaries, office services, records and accounting.

Scope of Human Resources Responsibilities:  Recruitment and hiring, onboarding and orientation, employee relations, compensation and benefits administration, personnel record-keeping, safety issues, workers compensation, reasonable accommodations, employment termination/separation, training, staff evaluations and reviews, compensation, insurance renewals and open enrollment, coordination of leaves of absence, retirement and profit sharing, training and development, event planning, coaching, counseling and file documentation, and other human resources issues.  Must be open and available to discuss human resources matters with the entire personnel.  Serve as a resource for supervisor and manager in handling employee issues and assist in counseling employees, conducting evaluations, staff training, problem-solving and consensus-building.

Maintain all personnel files, I-9 records and other personnel records, and ensure firm is in compliance with all laws and regulations and demonstrates “best practices” in regard to personnel information management.  

Develop and implement human resources policies and update Employee Handbook.  Maintain knowledge of national, state and local employment and HR related laws and regulations.  Develop and integrate new policies accordingly.  Research legal topics and precedence regarding personnel issues.  Consult with employment law counsel as necessary.

Partner with Executive Director on budget recommendations for salaries and bonuses.

Conduct quarterly department meetings and any other meetings as necessary to provide training, development and coaching.

Oversee handling of employment-related inquiries, such as employment verification requests, unemployment compensation inquiries and proceedings, wage garnishments, child support orders, etc.

Partner with Controller on payroll functions using ADP Workforce Now Module for time and attendance recordkeeping and coordination of time off requests for all support staff.

Scope of Office Services and Records Management Responsibilities:Manage the day-to-day operations of Office Services and Records departments.  Understands support and provide backup for all facets of the departments and serves as liaison with other departments and legal staff.  

Work with Executive Director in developing and driving policies with a specific focus on retention and destruction.  Responsible for the overall file room and records operation, including organization, space planning, offsite retrieval functions, manages functionality of the records application software, VirtualDoxx.  Must have understanding of Records and Information Management best practices, regulations, requirements and compliance guidelines.

Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.

Supervise and coordinate overall administrative activities for the office services department which include such areas as duplicating, copying, reception, parking validations hospitality and mail services, supplies orders, etc.

Supervise the maintenance and alteration of office areas and hospitality equipment (dish washer, soda dispenser, coffee machines, refrigerators, microwaves) as well as layout, arrangement and housekeeping of office facilities.

Supervise the maintenance of office equipment, including copiers.

Manage the day-to-day operations of the facility such as e-waste recycling, changing light bulbs, heat problems, water problems, general repairs, and works with outside vendors and building management to coordinate maintenance and repairs.

Other Responsibilities:

Partner with the Executive Director as liaison with our IT provider to handle troubleshooting of computer system hardware and software related issues, system upgrades and training.  Work with software vendors to identify and resolve problems.  

Offer support to all personnel with regards to handling of transfer of data between parties such as duplication of CDs, thumb-drives, downloading of data and saving to computer system.

The above is intended to describe, in general terms, the duties and requirements for this position.  This description and the duties of this position are subject to change as the firm's needs and client demands dictate.  

Required Skills:

Prepare and maintain accurate records, files and reports, including responsibility for maintaining personnel records.

Organize and work independently on multiple assigned tasks/projects and complete assignments within specified deadlines.

Communicate effectively verbally and in writing to all levels of staff and management, vendors, and business partners, expressing ideas and instructions clearly and concisely.

Work well under pressure.

Accurately follow verbal and written directions from the Executive Director and/or Managing Shareholder.

Advise on employment statutes, rules, regulations and policies affecting the firm.

Recommend, develop, interpret and clarify personnel procedures and policies.

Conduct research regarding employment issues, benefits, workers compensation and personnel procedures and, working with Executive Director, Managing Shareholder and legal counsel on conclusions to personnel policies and practices.

Develop, implement and manage recruiting process.

Fully involved in hiring, including developing job descriptions and job advertisements, screening, and interviewing candidates.

Demonstrate skills in consensus-building and mediation in order to constructively address employee conflicts.

Demonstrate skills critical for managerial success including leadership, decisiveness, flexibility, sound business judgment, and highly developed personal, analytical and communication skills.

Required Education:

At least five (5) years of experience as an office manager and have been involved in accounting, IT, records and day-to-day operations of a firm and all aspects of human resources, preferably in a law firm environment but not required.  

Excellent English communication (oral and written) and organizational skills.

Communicate effectively, verbally and in writing, to a diverse audience.  Excellent interpersonal skills to facilitate interaction with all levels of personnel.

Plan, organize and prioritize work.

Assign and supervise the work of others.

Demonstrate the highest level of ethical behavior.

Remain flexible in order to adapt to changes in work environment.

Study and apply new information and take initiative.

Excellent time-management, problem-prevention and problem-solving skills.

Work accurately with close attention to detail.

Maintain confidentiality of sensitive information.

Work effectively, professionally and tactfully with diverse staff and outside vendors.

Possess a work ethic that includes neatness, punctuality and accuracy.

Exhibit a professional, businesslike appearance and demeanor.

Proficient in Word, Outlook, PowerPoint and other software applications typical of a law firm such as iManage, FileSite, eDockets, DTE, Excel, Best Authority, FormsWorkFlow, VirtualDoxx, Elite Enterprise, ADP Workforce Now, or any other related or equivalent software applications.

Salary: Competitive compensation package including excellent benefits.
Position Available: 05/31/2019
Date Posted: 05/31/2019
 
Contact Information: Email resume and salary requirements to: dgray@frandzel.com
 
 

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