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Law Firm Administrator
The Firm Administrator shall report to and be responsible to the ownership of the firm through a designated owner. This position is the equivalent of a Chief of Operations in the corporate structure. The firms owner is the Firm Administrators immediate supervisor.
The Firm Administrator is the head of the management team and is responsible for over-sight as well as delivery and work performance for management team personnel.
Authority
1. Within the budgetary limits and general policy guidelines of the firm and its owner, the Firm Administrator shall supervise the non-lawyer personnel within the firm and has the authority to counsel said personnel with respect to matters of firm policies and procedures. The Firm Administrator will be responsible for maintaining all human resources files, making sure the firm is in compliance with HR policies and standards, and shall document all matters concerning evaluations, promotions, disciplinary matters and terminations. In the event of an immediate personnel situation that is of such serious nature that action can not wait until intervention with the owner, the Firm Administrator has authority to suspend an employee subject to review by the owner. The Firm Administrator is responsible for the morale and motivation of the non-lawyer personnel and shall establish and recommend to the ownership ways and means to provide for the development of its staff.
2. Subject to budgetary guidelines established annually by the firm, the Firm Administrator has the authority to purchase supplies and equipment, to sign payroll and bonus checks approved by the owner, and to make recommendations on salary increases and other benefits applicable to non-lawyer personnel. The Firm Administrator can make firm purchases for on-going needs of the firm within the budgetary guidelines and in an amount not to exceed at any one time. As a practical matter, the Firm Administrator will discuss purchases of this type in advance with the owner as much as possible.
3. The Firm Administrator has full charge of the operation of all office systems and information and technology systems. The firm's IT Manager is directly reportable to the Firm Administrator and will direct the duties within this section. The Firm Administrator shall keep the firms IT systems licensed and develop systems and auditing that will ensure that the firms obligations for confidentiality and duties to the client and the firm are maintained properly. The Firm Administrator will be the direct contact with the approved firm vendor handling the IT systems and/or supervise IT personnel if the IT needs of the firm are handled in house.
4. The Firm Administrator will have full access to all firm books and accountings and shall attend all ownership meetings. The Firm Administrator is responsible for the documentation and maintenance of all leases, contracts, and record keeping of the firm. The Firm Administrator will be the keeper of all corporate records.
5. The Firm Administrator shall assume such other duties from time to time as may be assigned by the owner and/or the ownership.
6. All designated management personnel are supervised by the Firm Administrator.
Duties:
The following are specific responsibilities of the Firm Administrator. He or she has authority to implement the functions required to carry out these respectabilities.
1. Personnel
Ensure the timely and constant analysis of administrative personnel staffing requirements. Be responsible for the proper implementation of systems for recruiting screening, testing, hiring, training, disciplining, evaluating and retaining or discharging all administrative personnel. Maintain confidential employee files for all firm employees. Consult on the final selection of candidates with appropriate department head or attorney and secure the approval of the owner for creation of new positions.
Develop a firm-wide salary administration plan for non-lawyer personnel or associate attorneys. Recommend individual support staff increases, while keeping within the total costs within the approved budget.
Supervise management personnel in their duties that best support the management needs of the firm.
Supervise and manage non-lawyer personnel with respect to performance and actions on all policies and procedures of the firm.
Administer all insurance coverage and benefit programs provided or maintained by the firm, including professional and comprehensive liability Insurance.
Maintain a smooth flow of communication among all employees and endorse that all employees are aware of the benefit program sponsored by the firm. Handle morale and individual problem situations and special requests for time off, leaves of absence, additional sick leave and the like.
Prepare and maintain office policy and procedure manuals for adoption by the firm, and maintain such manuals on an ongoing basis.
Be responsible for the training of new employees in the firm with respect to the IT systems and the policies and procedures of the firm.
2
. Information Services and Systems
Develop and maintain procedures governing the operation and maintenance of the computer and telecommunication systems, including hardware, software and all printers and terminal through the program.
Audit the systems to make sure IT systems are fully and properly licensed and secured.
Help create manuals and processes and procedures designed to support the firms practices. Such manuals shall be maintained by the Firm Administrator.
3. Purchasing and Office Services
Supervise the purchase of all furniture, equipment and office supplies required for the efficient operation of the firm within the adopted firm budget. Insure that the firm gets proper value in terms of cost of useful life of purchases.
Personally or through a designee coordinate and supervise all firm support functions .
4. Professional Recruiting and Training
Assist in the recruitment of associate lawyers by scheduling school interviews, attending interviews to answer questions regarding the business aspects of the firms management and arrangement of transportation and entertainment for visit candidates. Assist in the training of new associates.
5. Staff Education and Development
Develop and coordinate all educational programs for staff and plan and implement the annual firm retreat as well as the attorney retreat. Attend all retreats and maintain records of such retreats.
The Firm Administrator is the Training Officer of the firm. The Firm Administrator has over-sight over all specialized training provided by other members of the firm.
6. Strategic Planning and Marketing
Assist in the long ranging planning and marketing of the firm and in following up on the implementation of plans as the firm adapts them.
The firm provides legal services and is subject to the rules and regulations set out by the North Carolina State Bar. The Firm Administrator shall, in all actions set out as duties for this position, make sure that the firm is in compliance with the rules of the North Carolina State Bar.
APPLICANTS MUST HAVE MBA OR BUSINESS ADMINISTRATION DEGREE, OR PRIOR EXPERIENCE IN RUNNING A LAW FIRM, PREFERABLY BOTH THE DEGREE AND EXPERIENCE.
GREAT OPPORTUNITY WITH GROWING FIRM WELL POSITIONED FOR THE FUTURE.
