Law Firm Office Manager

1 month ago

Casa Grande, United States Fitzgibbons Law Offices Full time
Job DescriptionJob Description

Immediate opening for Law Firm Administrator/Office manager who will oversee all firm functions to facilitate the efficient operation of the law firm.

General Business Operations:

  • Maintains a professional and positive work environment by facilitating effective communication and information sharing among management, professionals and support staff.
  • Manages the day-to-day operations of the office, prioritizing use of support staff and facilities.
  • Participates in strategic planning process with management to identify and accomplish short- and long-term organizational goals maintaining confidentiality.
  • Works with marketing consultants to maintain the company website and to promote attorneys and the firm.
  • Coordinates with vendors, service providers, and building co-tenants to repair and maintain office suite and common areas.
  • Inventories and orders equipment and supplies.

Human Resources:

  • Keeps up to date on applicable local, state, and federal labor and employment law, maintaining firm compliance. Maintains the firm policy and procedures handbook. Updates and distributes employment notices and verifies up to date employment and other required postings.
  • Manages the Human Resource activities of the office, including recruiting, hiring, orientation and training, salary administration, performance evaluations, staff counseling, record keeping, and termination of non-exempt employees within approved guidelines.
  • Benefit administration, including insurance new hire enrollments and annual renewals.

Accounting:

  • Supervises bookkeeper and reviews monthly transactions, including billing, accounts payable, deposits, trust accounting, general ledger through QuickBooks and Amicus time and billing software.
  • Manages and reconciles all bank accounts (operating, payroll, IOLTA Trust).
  • Preparation of financial statements, management, client, and timekeeper productivity realization reports, and collections.
  • Coordinates and provides reports to outside accountant who advises owners and prepares quarterly and annual tax returns.
  • Drafts and issues annual 1099 forms to vendors and IRS.
  • Responsible for managing semi-monthly payroll run through outside payroll provider. Reviews and calculates non-exempt employees’ timecards, approves time-off requests, and maintains time, payroll records and vacation and sick accrual balances.

Computer & IT

  • Manages the daily operations of information systems with assistance from outside IT vendor.
  • Coordinates purchases and maintains rollout of new software applications.
  • Set-up computer and equipment workstation for new hires.

Qualifications:

  • 3+ years’ experience as a Firm Administrator or Office Manager in a law firm or service industry with human resource, accounting and operations experience.
  • Ability to multi-task and work under pressure successfully.
  • Have ease and familiarity with technology and software, including Office 365 Suite, document management and case management software applications, and QuickBooks.

Salary commensurate with experience. Please submit your resume to ktrejo@fitzgibbonslaw.com and lisa@fitzgibbonslaw.com.

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