Office Administrator

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Office Administrator
Duties: Managing the administrative operations of the Firm; evaluating and managing the Firm’s operating and information systems; overseeing the Firm’s finance functions; assisting in the marketing of the Firm’s legal services and client development activities; and evaluating, managing and supervising the facilities of the Firm. Effectively communicate with internal and external stakeholders. Define problems, collect data and analyze data. Independent judgment. Ability to establish and maintain logical filing systems, both manual and electronic; prioritize and accurately complete multiple projects or tasks. Establishing and organizing case files; monitoring and updating calendars; meeting deadlines; documenting actions; inputting information into file database; confirming case status with attorney. Maintaining contact with people involved in the case; scheduling depositions; preparing and forwarding summonses and subpoenas; drafting routine pleadings; preparing and filing discovery requests; preparing responses to opposing counsel; generating status reports. Keeping clients informed by maintaining contact; communicating case progress. Maintains case costs by verifying outstanding balances with attorney, clients, and providers. Preparing case summaries and materials for hearings, conferences or meetings as requested; preparing pleadings; monitoring and obtaining discovery responses; organizing materials for team case review. For depositions, hearings and trials: organizing evidence; preparing exhibits; scheduling witnesses. Supporting the managing partner in planning and implementing the Firm’s annual budget. Financial reporting to partners and accountants. General ledger and trust accounting in accordance with established deadlines. Billing and collections as needed. Managing banking relationships. Payroll and fringe benefits for employees. Personnel and Human Resources Management Determining non-attorney staff needs in coordination with the managing partner. Coordinating and assisting in the interviewing and screening of applicants for non-attorney positions. Supervising the onboarding and training of non-attorney personnel, and training attorneys in office procedures and policies, to include execution of all relevant documents. Maintaining personnel records for all employees. Maintaining and updating all Firm policies and procedures. Administering the benefits offered by the Firm, to include enrollment. Coordinating business functions of the Firm. Management of Computer and Other Operating and Information Systems Evaluating periodically the computer systems used by the Firm, including hardware and all software, to determine whether changes in these systems are merited to increase efficiency and to achieve cost savings. Securing and managing appropriate maintenance contracts for computer hardware and software systems. Coordinating resolution of technical issues by external vendors. Managing the flow of incoming calls. Purchase office equipment, including copy machines, fax machines, postage and other mail equipment. Purchasing office supplies and miscellaneous equipment. Coordinating the preparation and periodic updating of the Firm’s website. Assisting in preparing and disseminating in a timely manner all Firm announcements. Support the managing partner in handling Firm website and social media presence (LinkedIn, blogs, etc.). Support the managing partner in handling other activities that will promote and enhance the Firm’s visibility and image in the communities served by the Firm. Conducts brief informational interviews for perspective new clients.

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