Law Office Administrator/Manager; Paralegal/Legal Assistant

Depew Gillen Rathbun & McInteer, LC is seeking applicants for the position of Legal Administrator. The firm consists of 11 lawyers and approximately 8 non-lawyer employees. The administrator reports directly to the managing member and is responsible for business and administrative functions of the office and for information systems management.

Required job skills include a familiarity with accounting or bookkeeping; proficiency in human resources and supervision of others; strong computer skills; and general management experience. Must possess excellent interpersonal skills and leadership ability.

Duties include:

Financial management –

Maintain the firm’s accounting records using Software Technology, Inc. software (TABS), which includes time and billing, trust accounting, general ledger,  and accounts payable modules. Participation in generating monthly invoices, and regular processing of payables and monitoring bank account activity is a substantial portion of duties. If applicable, administrator will participate in transitioning to any replacement software

Generate monthly and year-end financial reports

Oversee cash management and banking relationships

Work with the firm’s outside CPA on tax reporting and reconciliations, and on payroll. Work with outside benefit consultants and administrators in processing contributions and withdrawals from benefit programs.

Manage the firm’s billings and collections

Identify opportunities for improvements in operations

Assist the managing member in acquiring the firm’s professional liability, workers comp

and other insurance policies

Attend to renewals of bar association dues, bar registrations

Assist other staff in inputting data for time and billing functions

Prepare annual budget and discuss with managing member

Technology –

Interface with outsourced IT provider for telephones, internet, and network structure

Oversee office computer and related equipment, including preparing computers for incoming employees

Keep abreast of new technologies that may impact law offices, and confer with the managing member

Human resource management –

Help recruit, supervise, and evaluate administrative support staff

Assist the managing member in recruiting legal staff

Train non-attorney staff as necessary

Coordinate firm social functions

Interact regularly with both attorney and support staff

Track and coordinate PTO for staff

Marketing –

Keep website up to date, add content for news section

Keep social media updated

Belong to at least one organization, at firm expense, dedicated to law office administrators

Facilities management –

Oversee copying and mailing functions

Oversee filing and records storage

Serve as liaison to building management on occupancy and renovation issues

Arrange for the procurement of furniture, supplies and services

How to Apply

Please send your inquiry, along with your résumé, to kurt@depewgillen.com