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.
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.