#2016 Law Firm Administrator/Office Administrator

  • Full Time
  • Anywhere

This is NOT an executive management position. This is an active, on-call, on-duty accountable law firm administrator position.

The Law Firm Administrator is often described as the position that is the glue that holds the firm together.  Duties and responsibilities include but are not limited to all aspects of the following areas of managing the business of a law firm:

Manage Staff – This includes preparation and updating employee job descriptions depending on the needs of the firm; all aspects of new employee onboarding; daily huddles with support staff and review of tasks; weekly staff huddles; conduct and/or attend partner meetings, staff meetings, staff and salary reviews; managing PTO and office staff during PTO or holidays; coordination of monthly attorney lunches; planning holiday dinner; overview of calendar; prepare, implement and reinforce what we do and how we do it.

Financial – Daily cash flow, accounts receivables, payables and collections; prepare checks or wires as needed; provide partner with weekly open voucher report, process vendor checks, cut reimbursement checks every Friday, manage billing protocols and deadlines; keep attorneys on track for time keeping purposes; coordinate prebills with our bookkeeper, and manage the distribution of client invoices.

Payroll, Insurance, 401(k) and Human Resources – Set up new employees in ADPRUN; review employee timecards and correct any clock in/out errors in advance of bi-weekly payroll; monitor insurance deductions set up by ADP for accuracy and interface with ADP as necessary; schedule 401(k) deductions in ADPRUN, as elected by employees, and prepare bi-weekly report for submission to Hancock Bank to reflect and facilitate the elected 401(k) employee deductions; schedule Health Savings Account deductions  in ADPRUN, as elected by employees, and prepare bi-weekly report for submission to Seacoast Bank to reflect and facilitate the elected HSA employee deductions; schedule employer HSA contributions in ADPRUN, as directed by the partners three times a year, and prepare report for submission to Seacoast Bank to reflect and facilitate the employer HSA contributions; run employment related ads and interface with recruiters to address staffing needs of the firm; prepare employee census reports as requested by ADP for insurance options in advance of open enrollment and for Hancock Bank in connection with the 401(k) safe harbor and profit share calculations; provide information requested by accountants for year- end planning and for tax return preparation; prepare the associates’ quarterly bonus schedules per their respective compensation agreements.

Policies and Procedure Manual – Submit recommendations for revisions to partners based upon changing needs of the firm.

Facilities Management – Assess appearance of all rooms daily; daily assessment of interior of building; maintenance as needed (to engage building staff or handyman) to complete repairs; manage the maintenance as needed of appliances, office equipment, plumbing, electrical; maintain necessary office supplies so we never run out of something including paper and other computer related supplies.

Practice Management Monthly – Review current computer systems, software, etc.  with DART Services and make recommendations for upgrades or improvement in legal process management procedures to increase efficiency and productivity; ensure available software updates are installed as needed on a quarterly basis or when available; annual review of all computer needs and submit suggestions.

Continuing Education – Join Association of Legal Administrators and attend luncheons, conferences, seminars and CLE or other training offered; review administrative journals.

Marketing – Keep track and manage all awards for the attorneys and firm; calendar and send deadline reminders for balloting and nominations; direct website updates; coordinate year end client gifts.

Firm Events – Plan holiday dinners, annual family outings, Bar Association events, admin appreciation lunch, assist with the attorney fishing events, and any other need requested by the partners.

Business Development Meeting – Maintain and produce a bi-weekly agenda for all attorneys attending the meeting; be prepared to discuss changes, improvements, firm needs, and solutions; order bagels, muffins and fresh fruit for each meeting.

To apply for this job please visit www.infinitytalentfl.com.