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Legal Staff in East Palo Alto, CA

Ropes & Gray LLP. Aug 04,2014 Apr 11,2014 Location USA East Palo Alto CA
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Law Firm

Legal Staff

Litigation - Foreclosure (Lender-side)

Min 5 yrs required

Profile

Secretarial Services Manager The candidate will be responsible for managing the secretarial support function. Services and functions as the liaison between professional/administrative staff and legal secretaries. Ensures effective, timely and cost-efficient coordination for completion of client and administrative tasks. Encourages and promotes teamwork and cooperation throughout Secretarial Services by working with lawyers and secretaries to identify problems and provide resources. Communicates and supports firm wide policies and professional practices. Administers the performance evaluation process and delivers reviews and salary modifications to the secretarial staff. Coordinates with the Senior Manager of Secretarial Services and Training to develop, prepare and improve secretarial training resources. Successfully and appropriately identifies and resolves employee relations issues. Act as a backup for Office Administrator in administrator’s absence. Essential functions: Recruits, retains and develops SV and SF Secretaries to ensure best in class secretarial service to lawyers and other professional staff supported. Identifies and appropriately resolves employee relations issues with input from the Senior Manager of Secretarial Services and/or an HR Manager, as appropriate. Works with Senior Manager to partner positively with all administrative departments to effectively onboard new lawyers of all levels and to assist with the transition of lawyers leaving the firm. Oversees timely transition of client files. Instills good time entry habits. Provides training on secretarial utilization. Partners positively with the Senior Manager of Secretarial Services and Training and other departments to provide secretaries with effective training, resources and other tools. Manages performance of SV and SF Secretaries, overseeing and facilitating performance reviews, makes recommendations regarding compensation based on merit. Ensures ongoing professional development of SV and SF Secretarial Services team in teamwork, interpersonal communications, technical skills and process improvements. Facilitates teamwork and task sharing to ensure efficient use of resources and achievement of industry standards. Empowers secretarial teams to self manage workload and leave schedules and recommends process improvements. Partners positively with other departments to administer firm programs and complies with firm policies and procedures. Implements and evaluates administrative plans affecting secretarial support. Recommends process improvements. Identifies problems affecting production or concerns affecting morale and collaborates with Senior Manager and appropriate departments to develop solutions. Acts as a backup for SV and SF Office Administrator. Works effectively with the other supervisors and managers in the team to exemplify teamwork. Handles special projects and assignments as assigned.

Qualification and Experience

The candidate should have Bachelors degree. Should have 5 years supervisory/management experience in a mid to large law firm. Must have experience with compiling and delivering performance evaluations. Should have thorough understanding of legal secretarial roles and responsibilities, and attorney/secretary relationship. General familiarity with labor and employment laws are needed. Must have demonstrated track record of building relationships and delivering results and within a large, matrixed organization. Should have strong problem solving skills, writing and presentation skills, and coaching and developmental skills. Must have strong computer skills, including Microsoft Word, Excel and Outlook and a demonstrable ability to learn any department specific software. Must have following ability: Ability to interact effectively with all levels of firm personnel and work in a teamwork/collaborative style and environment, sharing information, goals, opportunities, successes and failures with the appropriate parties and management team. Ability to adhere to the firm's policies, procedures and core values. Ability to anticipate problems and focus on appropriate solutions while incorporating differing viewpoints. Ability to resolve issues among staff members. Ability to maintain professional demeanor in all situations, demonstrate the ability to work independently with limited guidance, and exercise independent judgment including knowing when to delegate or when to consult upper-management. Ability to maintain strict confidentiality of the firm's internal and personnel affairs. Ability to work effectively in a culturally, educationally diverse, multi-office environment.

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