Legal Office Administrator at Miller & Company P.C.

The Office Administrator will be responsible the office management as outlined below.  Assists in the management of business functions as well as the overall operations of a law office.  Reports to the Chief Administrative Officer and President, and participates in management meetings. In addition to general responsibility for financial planning and controls, personnel administration, and systems and physical facilities, the Office Administrator identifies and plans for the changing needs of the firm, shares responsibility with the Chief Administrative Officer and President for strategic planning, practice management and marketing, and contributes to cost-effective management throughout the firm.  

Whether directly or through a management team, the Office Administrator will assist in the responsibility for most or all of the following:

Financial-Management:  Including planning, forecasting, budgeting, variance analysis, profitability analysis, financial reporting, general ledger accounting, billing and collections, cash flow control, banking relationships, investment, tax planning, tax reporting, trust accounting, payroll, pension plans and other financial management functions. 

• Attain a solid understanding of accounting practices within the law firm
• Work closely with Firm’s Accounting Clerk and Firm’s outside CPA
• Review and approve Accounts Payable
• Oversee Accounts Receivables
• Monthly collection calls
• Become technically proficient in PCLaw, the firm’s accounting software and produce/maintain written procedures of same if necessary
• Oversee monthly client billing, including various electronic billing templates such as Ledes, Tymetrix, Collaborati, and Serengeti
• Respond to routine client and management inquiries
• Review proposals and contracts to/from clients for financial management purposes
• Daily, monthly, yearly and fiscal year end document filing
• Review financials statements to ensure accuracy
• Handle all aspects of payroll, flex benefits and profit sharing 

Human Resource Management:  Including recruiting, selection, training and development, performance evaluation, salary administration, employee relations, disciplining, discharging, benefits administration, workers’ compensation, personnel data systems, job design, resource allocation and other human resources management functions for the attorneys, compliance directors, legal assistants, and support staff.

Systems Management:  Including systems analysis, cost/benefit analysis, computer systems design, programming and systems development, information services, records management, library management, office automation, document construction systems, information storage and retrieval, telecommunications systems and other systems management functions.

Facilities Management:  Including purchasing, inventory control, records storage, building maintenance, telecommunications, mail, express courier use, space planning and design, and other facilities management functions.

Operations/Management:   Including strategic and tactical planning, business development, risk management, quality control, organizational development, firm planning processes and other general management functions.

Practice Management:  Including assisting with attorneys, compliance directors, legal assistants and support staff recruiting, training and development, attorney, compliance director and legal assistant supervision, work product quality control, professional standards, substantive practice systems and other practice management functions.

Marketing:
Including management of client profitability analysis, forecasting of business opportunities, planning client development, marketing legal services, firm seminars and webinars, website, and enhancing the firm’s visibility and image in the desired markets.

Job Qualifications, Skills and Requirements:

Knowledge:
Has knowledge of legal or other professional service organizations, and has experience managing business operations such as human resources, accounting, payroll, tax payment and reporting, employee and firm insurance, flexible benefit plans, profit sharing plans, technology, facilities, finance and marketing.  Must have knowledge of legal industry matters such as professional liability and conflict of interest. 

Skills and Abilities:  Solid understanding of general accounting procedures, financial management and analysis, and tax regulations.  Must be able to implement solid internal controls and collection and billing procedures.  Can identify and analyze complex issues and problems in management areas, and recommend and implement solutions. Can manage office functions economically and efficiently, organize work, establish priorities and maintain good interpersonal relations and communications with lawyers, compliance directors, legal assistants and support staff. Displays excellent supervisory and leadership skills. Demonstrates willingness and ability to delegate.

• Ability to maintain strict confidentiality;
• Ability to manage time effectively;
• Ability to multi-task;

• Ability to work in fast paced multi-task office environment;
• Flexible work schedule in order to accommodate year end and additional hours if required;
• Strong English grammar, and writing skills;
• Professional appearance and demeanor;
• Good judgment;
• Very strong attention to detail – accuracy is a must;
• Strong organizational skills;
• Ability to effectively handle multiple tasks/projects simultaneously, and occasionally conflicting priorities;
• Ability to take direction and meet deadlines;
• Proactive in work habits. Strong initiative and follow-through;
• Ability to work with various personalities;

• Ability to deal directly with attorneys, legal assistants, compliance directors, and staff;

• Basic office software proficiency and accounting;
• Proficient use of Microsoft Office Suite – Outlook, Word, Excel, PowerPoint;
• Knowledge of PCLaw Accounting software;

• Experience with office equipment and software.

Education:
Masters, Bachelors, Associate’s degree and or major course work in business administration or management, finance, human resources, technology or marketing, or comparable work experience.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.