Manager: Paralegal and Secretarial Services in Charlotte, NC

Law Firm

Charlotte, NC

Manager: Paralegal and Secretarial Services in Charlotte, NC

Law Firm Non Legal Department

Min 5 yrs required

No

Job Title: Manager: Paralegal and Secretarial Services

Job Responsibilities:

- Responsible for managing the Secretarial Staff and Paralegals in the Houston and Charlotte offices.
- Oversee day-to-day management of Secretaries and Paralegals.
- Monitor performance and assess training needs of business services staff; arrange for additional software training as needed to maintain high department standards.
- Handle annual performance management for staff via viDesktop.
- Manage PTO requests to ensure adequate secretarial desk coverage.
- Ensure coverage for secretarial assignments needing temporary replacements and handle overflow work from secretaries.
- Collaborate with attorneys and paralegals to meet their document needs.
- Monitor and maintain attendance records for accuracy and ensure sufficient accrued time is available.
- Approve overtime sheets for all staff before forwarding to the Payroll Department.
- Assist in planning office locations and secretarial assignments to ensure proper headcount.
- Coordinate with Chicago to schedule computer training for new staff and additional secretarial training on functions such as conflicts, new matter memos, and advanced Word features.
- Document performance issues, conduct necessary counseling sessions, and submit documentation to personnel files.
- Manage disciplinary actions when necessary.
- Act as backup assistant to the Operational Manager for the Emergency Response Team.
- Manage and provide Remote Online Notary support for the State of Texas and other offices.
- Order and maintain current notary certificates for attorneys and business services staff.
- Update PeopleSoft for new and existing secretaries as needed.
- Conduct monthly meetings with business services staff including paralegals, secretaries, and document services personnel.
- Interview candidates for paralegal and secretary positions.
- Review and assist paralegals in maintaining and improving their monthly utilization percentage.
- Work closely with the IT team to maintain high-performance equipment and software for business services staff.
- Approve and forward expense reports through Chrome River for reimbursements.
- Assist new and existing business services staff in inputting accurate time entries in Intapp.
- Communicate regularly with employees and attorneys to stay current on assignment needs and issues.
- Undertake other projects and duties as assigned by the Director of Administration – South.

Education and Experience Information:

- Bachelor’s degree required.
- A minimum of five years of supervisory experience preferred, ideally in a large law firm environment.
- Must be computer proficient with strong knowledge of all software used by the firm.
- Strong written and verbal communication skills, with the ability to communicate effectively and professionally with all levels of the firm and outside vendors.
- Ability to work in a diverse team environment and effectively support the demanding needs of the firm.
- Capable of working under pressure and meeting deadlines with shifting priorities.
- Must be a self-starter with a high level of initiative.
- Strong customer service skills, able to anticipate needs and exercise independent judgment.
- Strong attention to detail, organizational skills, and the ability to handle multiple projects.
- Maintains confidentiality and exercises discretion.
- Exercises solid strategic thinking and problem-solving skills.

Management Accountabilities:

- Manages processes for direct reports regarding performance appraisals, annual compensation, goal setting, and performance counseling.
- Demonstrated leadership and supervisory experience.
- Conducts operational budget analysis and makes recommendations.
- Analyzes staffing levels and participates in the recruitment process.
- Determines and implements change processes to improve workflow efficiencies.
- Process- and service-oriented with strong leadership and project management skills.
- Able to set priorities and delegate effectively.

Salary Information:

- The typical pay scale for this position is between $147,000 and $200,300, though the actual wage or salary could be lower or higher based on the candidate’s education, experience, skills, and internal pay alignment.

Additional Information:

- The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.
- The law firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.
- Competitive compensation and comprehensive benefits are offered, including medical/dental/vision/life/and AD&D insurance, a 401(k) savings plan, backup childcare and eldercare, generous paid time off (PTO), and opportunities for professional development and growth.
- The law firm is committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.