Forward-thinking Firm Administrator proficient in generating high-quality work by leveraging tenacious approach and strong attention to detail. Service-oriented and performance-driven with excellent organizational, multitasking and problem-solving abilities.
Manage and/or assist in the execution of firm's strategic efforts informs and/or manages business and financial matters, including overall operations, finance, marketing, information technology, human resources and facilities management.
Duties and responsibilities
Practice Management: Provides guidance and leadership in development of office procedures/protocols and practice management; manages day-to-day operations; works with attorneys and staff in addressing client requirements. Exercises independent judgment and discretion with respect to the handling of confidential client and firm information, daily operations and staff administration; assists in discussions of appropriate professional practices in industry, tracking trends in “best practices” for the legal industry; develop and maintain relations with other law firm administrators and legal industry professionals; assist with execution of firm's long and mid-range planning
Financial Management and Strategic Planning: Manage financial matters with an eye towards firm's financial stability; manage accounts receivables, payables, operating budgets/forecasts, financial reporting and analysis, payroll, time and attendance records; bank reconciliations, purchasing, and AR aging and profit sharing, vendor contracts, cost recovery and overall profit retention and revenue protection strategies
Marketing: Seeks and secures marketing opportunities. Drafts RFPs, PSAs, marketing proposals and client agreements; researches marketing opportunities; tracks and develops marketing strategies and tools; assists attorneys with marketing projects and presentations
Human Resource Management: Consults with Managing Partner on recruiting, performance training and development, employee relations, employee benefits and evaluation procedures. Assures firm compliance of HR laws and regulations. Coordinates ‘on-boarding' of new staff and attorneys including training and orientation of firm's operations. Provides general office back-up to administrative and legal staff as needed
Facilities Management: Works collaboratively with IT management and building Manager on all technology and facilities management issues and strategies; determines appropriate IT needs and budgets. Coordinate upgrade and train staff and attorneys on new software programs and current trends.
Provided clerical and administrative support for attorneys including formatting, editing, proofreading and grammar of correspondence, memos and contracts involving all aspects of municipal law. Primary duties included managing, editing and preparing client bills, tracking payments, preparing billing reports for attorneys and client rate adjustments, filing and maintenance of master file and client database, updates to City codes, ordinances, resolutions and general library maintenance, answering the phone, greeting clients, placing orders and managing office inventory, sorting and managing daily mail, faxes, deliveries and scheduling of meetings for attorneys and trial preparation if needed. Assistant to the firm administrator daily and while out of the office for appointments/vacation.
Additional duties included organization and planning of all annual OCAA annual conferences, and at times drafting the committees agendas and minutes for monthly meetings, management of projects for document office management system, management and mailing of quarterly firm newsletter, annual client gifts, holiday cards , annual office holiday party planning and track continuing legal education for select attorneys.
Drafted pleadings, correspondence, subpoenas and file documents, scheduled depositions, arbitrations and hearings, client file management and accounts in time management and docket system, requested and researched medical records and bills for litigation cases and assembly of trial notebooks.
Notary Public (State of Oregon)
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