What are the responsibilities and job description for the Firm Administrator position at Ross Family Law, P.C.?
Firm Administrator | Ross Family Law | San Francisco Bay Area
Position: Firm Administrator
Classification: Full-Time, Non-Exempt | Hybrid — remote and onsite in Oakland, CA
Salary Range: Salary is commensurate with experience, with full benefits.
About Us
Ross Family Law, PC is a thriving, boutique family law firm with offices in Oakland and Pleasanton but predominantly operates remotely. We handle sophisticated family law cases. Our founding partner is the past President of the Northern California Chapter of the prestigious American Academy of Matrimonial Lawyers (AAML). Four of our seven attorneys are Certified Family Law Specialists, as designated by the State Bar of California Board of Legal Specialization. That means we are firmly planted in the family law community and do the highest quality legal work. We value our relationships with local judges, opposing counsel, experts, and our other family law colleagues. In short, we're good people, good lawyers, and we're proud of our small firm's big reputation.
We are a friendly and relaxed office where employees can work from the office or from home. We nurture our attorneys and staff so that they can grow professionally and interpersonally through weekly online team meetings and quarterly functions. We treat non-attorney staff like equals, and we value their input and expertise. Each one of us has high expectations because we are proud to work here. We also understand that life is about more than just work. We understand when your child or beloved pet is sick, and you need a day off.
About the Role
Ross Family Law is a full-service boutique family law firm that provides clients with specialized counsel focusing on their needs, their goals, and their future. We're looking for a Firm Administrator who brings the same level of care and precision to operations that our attorneys bring to their cases.
The Firm Administrator serves as the firm's operational backbone, responsible for financial administration, billing, HR, compliance, and systems oversight. This role ensures the firm's financial accuracy, operational consistency, and administrative controls are maintained across all functions. The Firm Administrator works closely with firm leadership, the accounting team, and outside vendors to support the firm's day-to-day and long-term operational needs.
Core Responsibilities
- Own the firm's monthly billing cycle, manage accounts receivable, payment processing, and client billing inquiries.
- Oversee client trust accounts, monitor balances, and coordinate CTAPP and State Bar reporting with the accounting team.
- Assist with intake and handle client onboarding in MyCase, including LSAs, consultation agreements, and new client correspondence.
- Serve as the firm's primary MyCase administrator and IT vendor liaison, managing system configuration, templates, and user access.
- Administer HR through Gusto — lead onboarding, offboarding, PTO tracking, benefits, and required staff trainings.
- Manage day-to-day office operations including phone coverage, facilities, vendor coordination, and staff events.
- Maintain attorney MCLE/CFLS tracking, State Bar dues coordination, and annual updates to firm templates and agreements.
- Qualifications
- 3–5 years of experience as a Firm Administrator in a law firm environment.
- Demonstrated ability to own a broad operational scope independently and manage competing priorities without a lot of direction.
- Experience with legal billing and practice management software; MyCase experience is a plus.
- Strong written and verbal communication skills, including the ability to interact professionally with clients under pressure.
- Discretion, reliability, and a genuine investment in getting things right.
Does this sound like you? If so, please be prepared to provide the following:
- A copy of your resume, along with your salary expectations.
- A cover letter that tells us why you want this particular job at our particular firm.
- A writing sample.
After you apply, a member of our recruiting team will personally review your application. If you are a potential match, we will be in touch. If there is not a match right now, we will keep your resume on file for future opportunities.
Benefits
Vacation and Sick Policy, health and dental insurance, 401(k) with employer match, profit sharing, and bonuses.
Additional Duties
The Firm Administrator may be assigned additional operational and administrative responsibilities as the firm grows and evolves. This role is expected to exercise independent judgment, maintain confidentiality, and proactively identify and address operational gaps.