Office Manager/Legal Secretary

2 weeks ago

Sausalito, United States Atkinson Andelson Loya Ruud & Romo Full time
Job DescriptionJob Description

Overall Job Duties:

Manages all aspects of the office with guidance/support from the Partner in Charge (PIC) to ensure the office is running smoothly, supervises staff members, assures that attorneys receive support needed and uphold Firm standards. Provides Legal Secretary support to one-or two attorneys in the office, as needed. Maintains positive communications with clients, attorneys, and staff. Influences positive office morale.

Firm Management:

  • Work with the managing partner to oversee and manage day-to-day operations of the office
  • Supervise staff members and work with Human Resources on hiring and supervision issues
  • Review and approve staff timecards for semi-monthly payroll
  • Work with HR to prepare and deliver performance evaluations for staff
  • Review and approve employee expense reports
  • Process incoming firm vendor invoices for payment
  • Assist Marketing Department as needed
  • Assure maintenance of files and records and coordinate file transfers to storage, clients, or other law firms
  • Assist IT Department regarding technology issues as needed
  • Facilitate continuing education for attorneys as needed
  • Facilitate entertainment ticket distribution to clients, including Form 700 gift notices
  • Coordinate, prepare, and track annual client contracts
  • Prepare and track annual client audit request responses
  • Coordinate use of office space and communicate with landlord/property manager re office maintenance issues – i.e., air conditioning, etc.
  • Monitor order, stocking, and storage of supplies

Support Staff Management:

  • Supervise Legal Secretaries, Paralegals and office staff
  • Support one or more attorneys as Legal Secretary, depending on staffing ratios and office needs
  • Coordinate staff recruitment and Legal Secretary/attorney pairings to ensure accurate and timely support of attorneys, reassign as necessary
  • Oversee new hire orientation for all legal support staff to ensure effective integration
  • Coordinate Legal Secretary/Paralegal overflow/backup duties as needed
  • Provide advice, counsel, and leadership to staff
  • Hold staff meetings to train and inform

Legal Secretary Duties:

  • Handle e-filings and have thorough knowledge of the litigation process from beginning to end
  • Prepare and revise legal documents, correspondence, memoranda, emails
  • Proofread prepared documents to ensure accuracy and correct formatting
  • Assemble documents and exhibits for court filings, hearings, arbitrations, mediations, depositions, etc.
  • Assist Marketing Department in preparation of marketing materials such as PowerPoint presentations and pitch folders
  • Provide backup and overflow coverage when needed
  • Prepare and process new client/matter intakes per firm standard

Perform all other duties as assigned.

Qualifications/Requirements:

  • Five plus years office management experience
  • Five plus years legal secretary experience
  • Excellent oral and written communication skills
  • Excellent proofreading, spelling, and grammar skills
  • Proficiency in Microsoft Word, Excel, PowerPoint
  • Knowledge of document management system, i.e., iManage, preferred
  • Ability to type 70 wpm
  • Ability to multitask, organize, and prioritize workflow
  • Ability to communicate in a professional manner with clients, attorneys, staff, and vendors
  • Ability to operate office equipment such as computer, photocopier/scanner, transcription equipment
  • Stellar attendance and punctuality
  • Maintain confidentiality of clients and firm matters


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