Job Title: Deputy Director of Legal Administration
Department: Legal Administration
Reports to: Director of Legal Administration
FLSA Status: Exempt
Salary: $80,000-90,000/year
Summary:
Responsible for assisting the Director of Legal Administration with management of the day-to-day operations of the front desk receptionist, Legal Support Staff, Executive Assistants, and Office Managers. Assists with training and SOP compliance within the department. In addition to assisting the department in meetings, its goals and objectives as set by the Director of Legal Administration, the Deputy Director of Legal Administration is also expected to facilitate and maintain communication with Office Managers, all LSS, and other key department stake holders, and provide the Director of Legal Administration with observations and feedback on staff performance. The Deputy Director of Legal Administration will also offer recommendations on systematic or personnel improvements which may include development and implementation of new initiatives, procedures and processes to ensure the delivery of consistent exceptional support services. In the absence of the Director of Legal Administration, the DDLA assumes the day-to-day responsibilities working in conjunction with the firm’s Chief Administrative Officer.
Duties and Responsibilities include the following. Other duties may be assigned.
- Ensures all front desk receptionists, Legal Support Staff, Executive Assistants, and Office Managers are well trained in applicable areas.
- Supervises the operation of the mailroom, kitchen/break area, and reception area.
- Oversees timekeeping of support staff in the office(s) supervised by the Deputy Director of Legal Administration.
- Develops and implements standardized and efficient office procedures in conjunction with the Director of Legal Administration as needed.
- Responsible for case file management and storage in the office, including the closing of cases in the case management system and ensuring the files are properly sent to storage.
- Communicates with the Director of Legal Administration on performance appraisals, terminations, discipline, conflict resolution, employee grievances, and job assignments for legal support staff.
- Plans meetings and conducts in-person office visits to assigned offices.
- Ensures office area and equipment is maintained and functional in conjunction with the Operations Department.
- Requires regular attendance in the office.
- Attends meetings and/or in office training events on a weekly and often daily basis.
- Maintains access to proprietary information, attorney-client privileged material, and/or trade secrets that is exclusively in the workplace.
- Requires access to software programs and other data that cannot be accessed outside of the firm’s secure informational network that is exclusively housed in the workplace.
- Requires short or no notice face-to-face problem-solving dialogue sessions.
- Requires incumbent to be accessible during the workday to clients and colleagues in a professional and secure work location free of distractions or outside noise.
- Requires physical access to office hardware such as the postage machine, copier, printer, scanner, and other office equipment that are housed in the workplace.
- Obtains ‘wet’ signatures on documents that frequently must be hand processed in the office for transmission outside of the office or saved to our confidential database.
Supervisory Responsibilities:
Directly supervises employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Language Ability:
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
Math Ability:
Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills:
To perform this job successfully, an individual should have knowledge of word processing software, spreadsheet software, and Internet software.
Education/Experience:
Bachelor's degree (B. A. / B. S.) from four-year college or university; and two to four years related experience and/or training; or equivalent combination of education and experience.
Specialized Training:
Prior management experience, preferably in a law firm
Knowledge, Skills, and Abilities:
- Verbal and written interpersonal communication skills
- Ability to manage multiple priorities in fast-paced, multisite environment
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to talk or hear. The employee is occasionally required to stand, walk, use hands, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally 50 pounds. Specific vision abilities required by this job include close vision.
Work Environment:
Characteristics of the work environment are that which an employee typically encounters while performing job functions at the specified site. Reasonable accommodation may be provided to enable the employee with disabilities to perform essential functions. The noise level in the work environment is usually moderate. Unless explicitly written, the essential functions of this position require the employee to be physically present in the Firm’s office.
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