Law Firm Administrator - Williamson, Friedberg & Jones, LLC : Job Details

WFJ LAW - Law Firm Administrator

JOB TITLE: LAW FIRM ADMINISTRATOR for 10 Attorney Law Firm

GENERAL SUMMARY: Under general supervision and direction of the managing partner or management committee (“Management”), manage the Firm's operations on a day-to-day basis, including its financial operations, staff and human resources, technology and communications systems, and buildings and grounds. Implement and supervise policies set by Management and assist partners with developing and implementing the firm's overall vision to maximize profitability.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

A. Attend and participate in Partners' meetings and sub-committee meetings at the direction of Management. Prepare the agenda and distribute before the meetings. Ensure timely and accurate record-keeping and distribution of minutes of all management committee and partnership meetings. Track Action Agenda item assignments and follow through. Ensure timely and accurate dissemination of policies and decisions made by Management and partners. Attend and participate in meetings of committees or practice groups as directed by Management.

B. Coordinate financial operations at the direction of Management with the goal to monitor and maximize long-term profitability of the firm. These responsibilities include the following:

1. Oversight and supervision of accounting and billing functions and employees assigned to those functions;

2. Preparation and distribution of internal financial reports as directed by Management;

3. Manage payroll functions and coordinate firm pension plan with plan administrator;

4. Coordinate preparation of firm's tax returns with outside CPA;

5. Prepare financial reports and agenda for end-of-year partners' meeting;

6. Oversee financial operations of firm's title company, Penn National Abstract Services, Inc;

C. Coordinate business planning efforts at the direction of Management or a firm subcommittee. Develop and recommend long-range planning strategies. Research and review current trends in the legal profession to predict future firm planning needs and efforts.

D. Initiate and recommend administrative policies and monitor adherence to approved firm policies. Be responsible for the development and implementation of office systems, policies and procedures. These responsibilities include the following or the supervised delegation of:

1. Technology programs and communication systems;

2. Firm's policy and procedures manuals for partners and staff employees;

3. Purchasing of supplies and equipment;

4. General inventory control;

E. Manage and direct the human resources of the firm, including recruiting, training, developing compensation and benefits, measuring performance, conducting annual employee evaluations, and discipline, as necessary. These responsibilities include the following:

1. Coordinating and participating in the supervision and evaluation process for support and administrative personnel;

2. Oversight and supervising of internal compensation and benefit plans for attorneys, support staff and administrative personnel;

3. Interviewing, orienting and training new employees;

4. Implement discipline and termination where necessary and with Management assistance;

5. Managing firm's workers' and unemployment compensation plans;

6. Developing and revising job descriptions for administrative and support staff;

7. Develop a plan to allocate human resources for the best utilization;

8. Act as the point person for support staff and administrative personnel;

9. Establish procedures for, and supervise the maintenance of, personnel files;

10. Oversight and maintenance of key personnel life insurance policies;

F. Manage the firm's computer technology and communications systems and programs to ensure all hardware, software and network is current, secure and optimized to meet the firm's needs. Management of the technology and communications systems include the following responsibilities:

1. Overseeing the computer systems, network design to ensure that it meets the needs of the firm;

2. Annually reviewing the technology systems to ensure all hardware and software is current, secure and optimized for efficiency;

3. Working with firm's IT vendors and consultants to maintain effective systems;

4. Developing a budget for the maintenance and upgrade of computer systems, both hardware and software;

5. Being responsible for the maintenance and, if necessary, the upgrade of the telephone system;

SECONDARY DUTIES AS REQUIRED AND ASSIGNED BY MANAGEMENT

A. Manage the buildings, facilities and grounds, including landlord-tenant relationships and contracted services. These facilities management functions include the following responsibilities:

1. Reviewing office space needs and comparing current needs with long-range plans to ensure that the firm is positioned to meet future needs;

2. Making recommendations regarding space planning needs; managing the design of new, additional or renovated space;

3. Managing insurance policies and lease negotiations with direction from Management;

B. Assist practice groups, sub-committees and the partners in the following ways;

1. Recruiting lawyers;

2. Assisting with the implementation of the orientation and training of new associates;

3. Implementing work product quality control systems;

4. Assisting in the development of, and adherence to, firm professional standards;

C. Ensure client development and marketing activities of the firm are appropriate and beneficial to the firm's success. These responsibilities include the following:

1. Performing profitability studies and determining return on investment (ROI);

2. Identifying business opportunities;

3. Initiation and assisting with client development activities;

4. Acting as the public relations director of the firm, as needed, by interacting with outside sources to ensure the firm has good-visibility within its service area.

The Law Firm Administrator has the authority to delegate responsibilities with prior approval of Management.

Education/Employment Experience: Preferred education and skill set include a college degree and minimum 3 years of experience in accounting, business management, technology and/or communications. Experience in lieu of a college degree may be considered.

Skills & Abilities: Must be self-motivated, proactive, goal-oriented, attentive to details and possess organizational, supervisory and management skills. Must also be able to identify, define and analyze management issues and create solutions/strategies to address them. Ability to prioritize and multi-task are critical.

Knowledge:

Knowledge of accounting and bookkeeping principles;

Advanced knowledge of Microsoft Word, MS Outlook and Excel;

Ability to learn firm's dedicated software systems. Training provided.