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Carrot Peelers, Sales, Personality and Your Job Search
Law Firm
Legal Staff
Min 4 yrs required
Secretarial Manager Duties: Directly supervises the Secretarial Coordinator and all employee and non-employee Legal Secretaries and Legal Secretarial Assistants. Indirectly supervises all employee and non-employee Document Processing Specialists through the Williams Lea Account Manager. Carries out supervisory responsibilities in accordance with the Firm’s policies and applicable laws. Responsibilities include interviewing, hiring, and training departmental staff (in close cooperation with the Human Resources Director and assigned lawyers); planning, assigning, and supervising their work; appraising their performance; providing performance coaching and feedback; rewarding and disciplining; documenting disciplinary measures and performance improvement plans; addressing complaints; working collaboratively to resolve any work-related problems; and assisting the HR Director in terminating departmental staff. Performance Management system for the secretarial department, including writing and delivering performance reviews, making salary and bonus recommendations to the HR Director and Director of Administration for each departmental employee. Determines optimal secretarial sharing arrangements by assessing the work loads, styles and particular needs of each lawyer within and across practice groups and matching them with the appropriate secretarial resources. With the assistance of the Secretarial Coordinator, coordinates secretarial desk coverage during planned and unplanned absences, coordinates work overflow, and makes overtime arrangements to ensure that all work is completed in a timely and effective manner. Determines optimal departmental staffing by anticipating changes in the demands placed on the departments. Reviews, approves and coordinates all departmental staff requests for combined leave. Arranges for temporary non-employee legal secretaries and secretarial assistants as needed. Processes invoices and monitors the floater evaluation process for non-employee temporaries within the departments. General Management: Operates the departments efficiently. Provides input to the Director of Administration regarding assignment and set up of offices and work stations for firm personnel. Participates in preparing the budget and financial plans for the departments by providing periodic employee status reports. Identifies ways to improve operations through training opportunities and technological, procedural or system enhancements. Proposes policies, procedures and staffing models relating to the functioning of each department to enhance efficiency, coordination of support services, and quality of work product. Maintains written documentation of departmental policies and procedures. Maintains technical knowledge and stays current with industry trends affecting the departments. Coordination and Communication: Represents the department in inter-departmental, inter-office and Administrative Management Team meetings. Serves as the Southern California office liaison with the secretarial and document processing departments in Sidley Austin’s other offices, with a particular focus on the Northern California offices. Also serves as the primary liaison between departmental staff and lawyers, paralegals and vendors to promote effective utilization of coordinated support services. Participates in regular regional departmental calls. Coordinates the activities of the Secretarial Coordinator on a daily basis, and conducts regular meetings with them to discuss departmental issues and improve overall coordination of secretarial services. Conducts quarterly secretarial meetings and other information sharing meetings among secretaries, document processors and other support services personnel to enhance delivery of high quality, well-integrated, cost effective legal support services. Provides orientation and training regarding departmental services for all new personnel. Communicates the staffing, capital expenditure, and qualitative needs of the department to the Director of Administration. Fosters a spirit of teamwork by taking corrective measures to promptly resolve any intra- or inter-departmental problems as needed. Maintains and develops both internal and external contacts for the benefit of the department and the office. Maintains a safe and unobstructed work area, including a neat and well-organized desk. Demonstrates safe work practices. Performs other job-related duties as assigned or as judgment or necessity dictates.
Qualification and Experience
Qualifications: Bachelor’s degree (B.A.) or equivalent from four-year college or technical school; or 4 years related experience and/or training, preferably in a law firm environment; or equivalent combination of education and experience. 5+ years' of supervisor/management experience. Demonstrates an ability to: Coordinate related legal support services departments into a unified service-oriented network. Select, train and work effectively with appropriate support staff. Establish and maintain strong, cooperative relationships with lawyers, departmental managers, and staff.
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