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Office Manager

Pittsford, NY 14534, USA Req #98
Tuesday, June 25, 2019
Founded in 1856, Harris Beach and its subsidiaries provide a full range of legal and professional services for clients across New York state, as well as nationally and internationally. Harris Beach is among the country’s top law firms as ranked by The National Law Journal. Clients include Fortune 100 corporations, privately-held companies, emerging businesses, public sector entities, not-for-profit organizations and individuals. Principal industries Harris Beach represents include education, energy, financial, food and beverage, health care, insurance, manufacturing, medical and life sciences, real estate developers, and state and local governments and authorities. The firm’s more than 200 lawyers practice among offices throughout New York state in Albany, Buffalo, Ithaca, Melville, New York City, Rochester, Saratoga Springs, Syracuse, Uniondale and White Plains, as well as in New Haven, Connecticut and Newark, New Jersey.

Job Description:
This position is responsible for management of professional staff administration of multiple business aspects of the Rochester office of a mid-size, multi-site law firm. Collaborates with various departments (HR, Facilities, IT, Business Development, Finance, etc.), the Office Managing Partner, attorneys and Firm Committees to manage firm objectives.


Responsibilities:

Human Resource Management:

  • Manage (in concert with attorneys) administrative professional staff for the office. Currently 35+ administrative assistants, 15+ paralegals and 7+ office support staff

  • Coordinate with HR about recruitment, orientation, training and development, and performance evaluations for administrative assistants, office support staff and paralegals

  • Assist with coordinating and/or leading staff development and training programs as appropriate

  • Oversee resource allocation, workflow coverage and processes for administrative assistants, office support staff and paralegals; identify and address process improvements including staffing coverage issues

  • Works closely with management and professional staff to focus on engagement, build working relationships, morale and increase productivity and retention

  • Review and approval of staff timecards and entry changes; Coordinate and/or establish and lead periodic professional staff meetings throughout the year

  • Coordinator and/or establish and lead periodic professional staff meetings throughout the year

Administrative and Operational Management:

  • Collaboration and interim progress reporting to Office Managing Partner and senior management

  • Participate in various Office Manager and leadership meetings

  • Coordinate various office meetings and events throughout the year

  • Contribute to and act as project leader on initiatives and firm wide projects as needed

  • Assist with various requests such as travel arrangements, Council on Inclusion & Diversity events, etc.

  • Develop a working knowledge and understanding of the various firm computer systems, records management, and other systems management functions with a focus on efficiencies and best practices

  • Complete all of the essential paperwork to carry out functions of the position include scanning, filing / profiling in the document management system, and forwarding in a timely fashion.

  • Collaborate with COO, CAO and various departments (HR, Facilities, IT, Business Development, Finance, Knowledge Services, etc.) on firm goals and initiatives

  • Identify trends impacting organizational objectives, goal and operational resources

  • Work with the Office Managing Partner to promote client, attorney and professional staff engagement on special projects and events


Financial Management:

  • Contribute to annual planning, forecasting and budgeting process for the office, including staff compensation and projections

  • Participate in various Office Manager and leadership meetings

  • Develop a working knowledge and understanding of the firm financials and practices. Review and approve office related expenses


Facilities Management:

  • Participate on Safety Committee and help implement security protocols for the office

  • Coordinate firm hospitality, reception and switchboard resources and protocols


Business Development:

  • Provide support as may be needed for office related community or client events and programs.

Firm Management:

  • Assist with projects, committees and other administrative duties as needed

  • Understand, comply and support Firm strategic plan, policies, procedures, values and philosophies

  • Promote best practices and champion changes to policies and procedures


Professional Development:

  • Enhance professional growth and development through participation in educational programs

Qualifications:

  • Bachelor’s Degree in Business or equivalent experience required

  • Experience managing all aspects of a professional services office; experience managing a law office preferred

  • Minimum 3 years’ business and supervisory experience

  • Strong verbal and written communication skills

  • Demonstrated leadership skills such as organizing, problem-solving, process improvement, performance management, planning, controlling and decision-making necessary for effective management

  • Must be able to effectively manage remote communication and support

  • Ability to establish effective working relationships with staff, management and attorneys

  • Ability to counsel with employees and management, demonstrating confidentiality and resourcefulness

  • Day travel to other offices; occasional overnight travel

  • Excellent client service and listening skills

  • Strong analytical skills and the ability to multi-task

  • Ability to work with diverse personalities within various levels of the organization

  • Exercises sound independent judgment under minimal direct supervision

  • Ability to manage time efficiently and work independently as well as coordinate with a team

  • Military experience a plus

The firm’s policy prohibiting unlawful discrimination applies to all aspects of employment, including hiring, placement, assignment of duties, training, promotion, compensation & benefits and termination. It is the policy of Harris Beach PLLC that all applicants and employees enjoy a positive, respectful and productive work environment, free from behavior, actions or language constituting unlawful harassment. Accordingly, harassment or discrimination of any kind based on an individual’s race or color, sex, age, religion, national origin, marital status, disability, military status, genetic predisposition, carrier status, sexual orientation, citizenship status, creed, domestic violence victim status or any other legally protected status is strictly prohibited. Harris Beach complies with the provisions of the Human Rights Law, all other State and Federal statutory and constitutional non-discrimination provisions including non-discrimination on the basis of prior criminal conviction and prior arrest.
  • Pittsford, NY 14534, USA