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Position(s) I am Applying for

Office Coordinator/Paralegal


SUMMARY

The Office Coordinator is responsible for the daily execution of firm policies and procedures and alerting the appropriate firm-wide administrative staff when local issues need addressing. This position is part-time status and performs in addition to another local assignment such as paralegal or legal assistant. 

ESSENTIAL FUNCTIONS

Supervises work of non-attorney personnel including paralegals, legal assistants, receptionist, clerks and other staff.  Allocates overflow of work; schedules temporary coverage in accordance with office policies; determines staffing needs; maintains time and attendance records.  
Supports the performance review process by providing employee performance feedback, as appropriate, and sources evaluation forms for the Office Managing Partner.
Coordinates hiring, employee relations, and termination of non-attorney personnel with the affected attorneys and the firm-wide Human Resources department.
Assists Legal Hiring department with the coordination of the new attorney hiring process such as obtaining pertinent information for conflicts data and scheduling local interviews.
Provides orientation for new attorney and staff personnel by collecting their personnel and accounting forms; instructing on office facilities, equipment and procedures;  scheduling computer training by firm-wide training staff; explaining benefit plans; obtaining office supplies; obtains the office pass, lobby listing, etc., from building management.
Supports Marketing initiatives including serving as local point person for
marketing materials; consulting with attorneys to maintain proper supply of materials; understanding what attorney projects are coming up for proper planning; serving as the marketing resource for larger projects; and keeping aware of potential publicity developments.
Supports Library Services initiatives by acting as point of contact for the coordination of local library services; notifying Library Services of issues before
they escalate; proactively monitoring space issues; assuring library filing is done, timely and accurately; and relaying concerns expressed by attorneys and staff.  Sends invoices and inquiries to Library Services for ordering print and electronic resources.  In offices where applicable, oversees the professional filers.
Coordinates training sessions with outside vendors such as Lexis and Westlaw. Insures that trainers have appropriate space and technology for presentations
Where applicable, and according to established guidelines, is responsible for the administration of client escrow accounts, including enrollment of accounts with
financial institutions, general bookkeeping, deposits, disbursements and all other transactions. (Majority of escrow accounts are real estate transaction based.)
Uses a working knowledge of risk management to monitor compliance of Firm risk-management practices, including client intake, lateral partner integration and records management processes and systems.
Maintains firm standards and practices related to use of office space including
conference rooms, work rooms, file rooms and the management of vacant offices, work stations and storage areas.
Maintains firm standards and practices related to delivery of office services including copy/fax, US mail, accountable mail (FedEx, UPS), messenger, conference room and hospitality.
Maintains appropriate levels of office supplies consistent with firm purchasing practices.
Ensures the operation and maintenance of all office equipment including printers, copiers, and fax machines, is consistent with firm practices and vendor agreements.
Assists the IS department with local IS issues. 
Where appropriate, and consistent with firm contracts, interacts with third party vendors for copier, supply, fax machine, food vendor and cleaning service issues.
Interacts with building management for maintenance and other ordinary course issues.
Assists as needed with office planning, construction, and related projects.
Schedules and facilitates video conferences for attorneys and staff, including set-up of equipment.
Assists with the development and improvement of firm policies and procedures.
Performs other duties as talents, interests and needs permit to support firm-wide office coordination efforts.

QUALIFICATIONS

Education: High School Diploma required. Associate’s degree preferred.
Experience: Minimum five years of experience in a law firm or legal department.
Skills: Ability and willingness to manage and balance a variety of activities and wide range of responsibilities, excellent communication skills, computer literacy and technical ability.
Equipment Used: PC, video conferencing unit, printers, copiers, fax machines, postage machine

WORKING CONDITIONS

Typical office conditions.
The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions and responsibilities.