Law Firm Administrator

1 month ago

Albany, United States Clarity HR Solutions Full time

The Law Firm Administrator is responsible for taking a hands-on approach to ensure optimal functioning, efficiency, organization, and management of Dowling Law, PLLC’s day-to-day operations. This position uses effective project management, analytical, problem-solving, and communication skills to:

- manage and streamline the law firm’s administrative systems, including file management;
- manage the law firm’s accounts payable and accounts receivable;
- manage the law firm’s office;
- manage the law firm’s online training platform; and
- coordinate with clients and third-party vendors.

Our firm is a paperless, technology-oriented office. This position is the in-house expert on its systems, including Google Suite, Clio, Asana, and iSpring, and is responsible for all aspects of file maintenance.

**Current Responsibilities**:

- Maintaining the law firm’s files, including scanning, naming, and filing documents, and serving as an in-house expert on files for other staff.
- Managing the invoicing process, including preparing and sending invoices monthly, and ensuring the accuracy of services daily for Dowling Law and sister companies.
- Maintaining calendars and phone lines for the Firm, including scheduling calls and meetings for attorneys and providing referrals as needed.
- Serving as a point of contact for clients and third-party vendors.
- Managing and administering the law firm’s training program, including documentation and enrollment, and serving as a technical resource for clients utilizing the program.
- Preparing and formatting spreadsheets using Excel and files for client delivery, formatting presentations, and editing PDF files. Preparing, finalizing, and tracking engagement letters, proposals, and other documents for Dowling Law and sister companies.
- Maintaining onboarding and offboarding procedures for Dowling Law and sister companies.
- Working closely with Management to create procedural documents as needed.
- Serving as an in-house expert for all files for Dowling Law and sister companies.
- Overseeing office management, including inventory, electronic systems, and other related needs.
- Managing all mail, traveling to receive and send mail and documents as needed, and ensuring all documents obtained are scanned and filed.
- Conducting research as assigned.
- Other duties as may be assigned.

**Qualifications**:
Skills and Abilities
- Experience with various computer systems and technology, ability to work effectively in Google Suite, Clio, Asana, and iSpring, and ability to manage/troubleshoot such systems.
- Project management skills, including efficiency and organization.
- Proactive mindset.
- Ability to manage sensitive and confidential information with the highest degree of discretion.
- Strong communication, problem-solving, and customer service skills.
- Comfort with learning new technology, embracing change, and collaborating with others.
- Attention to detail and organizational skills.
- Ability to work independently with mínimal supervision.
- Exceptional writing skills.

Experience
- Three years of office or project management experience in a business environment or a Bachelor's degree with one year of office or project management experience preferred.

Education/Licensure/Certifications
- High school diploma or equivalent required.
- Associate or Bachelor’s degree in business preferred.
- Notary certification is a plus.

Physical Requirements
- Regular, onsite attendance (remote/hybrid arrangement not available).
- Lengthy periods of sitting/standing at a desk and working on a computer.

Pay: $18.00 - $25.00 per hour

**Benefits**:

- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday
- No nights
- No weekends

**Experience**:

- administrative/office management: 2 years (preferred)

Work Location: In person

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