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Legal Practice Manager

2 months ago

Chicago, United States The Midtown Group Full time

Our client, a highly regarded National Law Firm, is seeking a Practice Manager to join its team in either its Washington, DC, Virginia or Chicago office.

This role oversees the Firm’s Paralegals, Senor Legal Assistants, Legal Assistants, and Digital Records Specialist (the “Practice Support Team”). The Practice Support Supervisor is responsible for overseeing the day-to-day workflow of the Practice Support Team, who help on client matters and administrative initiatives, and support all phases of client engagements. The Practice Manager makes day-to-day staffing decisions for the Practice Support Team and manages their workload and performance. The Practice Manager works closely with the Accounting Team to ensure time entry best practices and supports other Firm strategic initiatives. The position reports directly to the Chief Strategy Officer.


ESSENTIAL DUTIES, TASKS, AND RESPONSIBILITIES

  • Supervision and Staffing of the Practice Support Team
  • Supervises the Practice Support Team, including assigning work, reviewing work, and monitoring processes and procedures to ensure efficiency and quality of work
  • Coordinates the preparation of materials requested by Timekeepers and Firm Administration, and tracks progress to ensure all assignments are completed accurately and timely
  • Oversees Paralegals, Senior Legal Assistants, and Legal Assistants in thorough and meticulous cite checking of all legal and thought leadership documents
  • Works with Human Resources and the Chief Strategy Officer to recruit, interview, and hire applicants for Paralegal, Senior Legal Assistant, and Legal Assistants positions and makes recommendations for hiring, promotion, disciplinary action, and termination
  • Identifies and implements training programs for the Practice Support Team
  • Evaluates employee performance and resolves issues as needed; ensures appropriate documentation is provided to Human Resources for all performance related matters
  • Assists in analyzing and reporting on the Practice Support Team’s time to assess workload, productivity, and ability to meet ongoing Firm needs
  • Mentors and supports the Practice Support Team
  • Tracks billable and non-billable time, expenses, and other administrative tasks
  • Coordinates with the Operations and Facilities Manager to ensure appropriate in-office support coverage for both Chicago and Chantilly offices
  • Time Entry and Billing
  • Develops and delivers training on time entry best practices and provides specific matter time entry training reflecting client billing requirements
  • Monitors and reviews time entries and pre-bills on behalf of Client Team Leads and identifies and correct issues with time entries
  • Oversees and coordinates submission and approval of any appeals of client time entry write-offs on behalf of Client Team Leads
  • Matter Management
  • Works with the Technology & Innovation Committee to identify tools and technology to assist in time entry and matter management, and leads efforts to ensure utilization of available technology solutions
  • Promotes the utilization of the vi by Aderant platform to increase efficiency and improve matter management
  • Client Work Product Quality Control
  • Together with the members of the Second Level Review Committee, ensures that all significant client work product and externally facing materials undergo the Firm’s second level review process
  • Firm Strategic Initiatives
  • Supports the Chief Strategy Officer on projects advancing the Firm’s strategic initiatives
  • Performs other duties as assigned

SKILLS, KNOWLEDGE, AND ABILITIES

  • Maintains strict confidentiality in all aspects of client and staff information
  • Exercises exceptional judgment
  • Demonstrates superior client service, integrity, and commitment to efficiency
  • Exhibits willingness to take direction and communicate effectively at all levels
  • Possesses extraordinary attention to detail, superior command of grammar and punctuation, advanced writing skills, and meticulous proofreading skills
  • Excels in critical thinking and analytical tasks, with proven organizational skills
  • Has experience training and mentoring others in areas needing improvement
  • Manages multiple projects and priorities simultaneously with consistent, timely follow-up
  • Is highly skilled in MS office including advanced abilities in Word, Excel, and PowerPoint
  • Works effectively and efficiently in a fast-paced, team-oriented environment
  • Thrives in a culturally diverse work environment
  • Approaches tasks with a sense of urgency, ability to manage time pressures, and acumen in anticipating the needs of internal and external clients
  • Has a strong and accurate sense of when to act independently versus when to consult with others
  • Functions best in a high-energy, fast paced environment
  • Has the ability to improve quality, cost, delivery, and productivity through continuous improvement activities
  • Has experience with Orion software or willingness to learn and train others in use of Orion
  • Has docketing software experience, preferably CompuLaw

QUALIFICATIONS

  • Bachelor’s degree required, higher preferred or related work experience
  • Paralegal Certificate preferred
  • Litigation experience required
  • 7-10 years of experience in the legal field in a litigation related role
  • Solid understanding of people management and litigation processes and procedures

PHYSICAL REQUIREMENTS

  • Occasionally lifts objects weighing up to 10 pounds
  • Frequently reaches and grasps with arms and hands; occasionally stoops and bends; must have manual dexterity
  • Ability to closely examine and inspect materials
  • Ability to identify and distinguish colors
  • Ability to travel as needed
  • Frequently uses a keyboard to enter or transform words or data
  • Work is generally performed in a remote work environment, with an occasional requirement to work in a normal office environment