Secretarial Services Manager, US Job at Bryan Cave Leighton Paisner LLP
Position Overview
The Secretarial Services Manager is responsible for the coordination and management of secretarial support in our three California offices. This position acts as liaison between lawyers and legal secretarial support staff and is responsible for developing training and mentoring programs for secretaries.
The Secretarial Services Manager is responsible for the coordination and management of secretarial support in our three California offices. This position acts as liaison between lawyers and legal secretarial support staff and is responsible for developing training and mentoring programs for secretaries.
Responsibilities
- Coordinates secretarial assignments and/or team structure, delegates work and project assignments as required, maintains secretarial assignment and coverage lists, and assists with secretarial backup as needed.
- Interviews/hires legal secretarial support staff
- Manages the administration of timesheets, approves time off and maintains PTO calendar for secretarial staff, seeking guidance when needed. Develops and implements standard operating procedures for secretarial staff
- Conducts annual secretarial performance interviews with attorneys and documents feedback in secretarial evaluations. Administers performance review program to ensure effectiveness, compliance, and equity within the department
- Resolves conflicts and advises management in appropriate resolution of employee relations issues. Involves Regional Director of Administration and HR Business Partner as necessary
- Serves as a liaison with and oversees the process of bringing temporary secretarial assistance into the office or requesting support from other offices as needed
- Conducts regular meetings with all Secretaries
- Reviews/approves overtime for legal secretarial support staff
- Coordinates and conducts training for legal secretarial support staff with internal training department and external resources that are available (new hires and updated training for current staff)
- Assigns mentors to new legal secretarial support staff
- Supervises and maintains extended hours secretarial coverage in some offices
- Develops, plans and implements programs to identify performance expectations and improve staff performance efficiency and morale.
- Responds to inquiries regarding policies, procedures, and programs pertaining to the Secretarial staff
- Performs other duties as assigned
Essential Job Specifications/Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Ability to deal professionally with both internal and external clients on all levels
- Demonstrated ability to communicate effectively, both verbally and in writing, with lawyers, clients, and staff
- Ability to lead and motivate staff to perform up to established work standards
- Ability to analyze work processes, determine causes of problems, identify and implement solutions and measure results
- Microsoft Word, Excel, PowerPoint and Outlook proficiency a plus
- Creative problem solving and the ability to deal with and resolve conflict in a positive manner
- Ability to perform well under pressure in a fast-paced environment with changing work priorities
- Ability to maintain confidences as well as build confidence and trust
- Proven leadership, project management, organizational, and planning skills with the ability to prioritize multiple tasks and projects
- Knowledge of State and Federal Court rules and procedures as well as knowledge of Legal Secretary work processes and procedures
- Ability to work beyond normally scheduled work hours with little or no advance notice up to five times per week
- Requires the ability to regularly report to work on the days and times scheduled
Supervisory Responsibility
This position has direct supervisory responsibilities.
This position has direct supervisory responsibilities.
Travel
Travel is required for this position.
Travel is required for this position.
Education/Experience/Certifications
- Minimum of three-five years prior supervisory experience; supervisory experience in a law firm or legal department preferred. High School Diploma or equivalent required; Associates or 4 year college degree preferred.
Benefits
BCLP offers eligible employees a comprehensive benefits package that includes medical, dental and vision insurance coverage, life insurance, and retirement plans. We also provide eligible employees flexible time off plans including paid Parental leave, Paid Time Off (PTO), and paid holidays.
BCLP offers eligible employees a comprehensive benefits package that includes medical, dental and vision insurance coverage, life insurance, and retirement plans. We also provide eligible employees flexible time off plans including paid Parental leave, Paid Time Off (PTO), and paid holidays.
NOTE: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by the incumbent in the position. They are not intended to be an exhaustive list of all responsibilities, duties and skills of the employee. Duties and responsibilities may change at any time with or without notice.
The above statements are intended to describe the general nature and level of work being performed by the incumbent in the position. They are not intended to be an exhaustive list of all responsibilities, duties and skills of the employee. Duties and responsibilities may change at any time with or without notice.
Equal Opportunity Employer
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