Supervisor of Secretarial Services

Supervisor Of Secretarial Services

Supervises and coordinates activities of legal secretaries under the direction of the HR Director.

Responsibilities

• Works with secretarial teams to coordinate coverage during planned and unplanned absences.
• Utilizes Time and Attendance system to review secretarial time, including approval of hours worked, overtime charges, track and report attendance, and approve time off requests for secretarial staff.
• Evaluates performance of secretaries. Coordinates annual appraisal process using the Performance Management System (PMS) with the HR Director.
• Ensures appropriate secretarial staffing and monitors secretarial workload.
• Demonstrates familiarity with the operations, workflow and documents of assigned practice groups.
• Maintains regular, open communication with attorneys and secretaries regarding workloads, including having a working knowledge of upcoming projects or events (pending trial preparations, etc).
• Works with HR Director to propose workable assignments and possible assignment changes.
• Apprises HR Director of possible or existing conflicts and unmanageable workloads and recommends assignment changes as applicable.
• Makes recommendations to HR Director regarding disciplinary actions of secretaries. Participates in disciplinary meetings.
• Coordinates computer training, testing and application of new and modified computer programs with the HR Director, Training Department and IT Department.
• Arranges secretarial coverage for visitors, including Firm lawyers and clients as needed.
• Conducts regular secretarial meetings.
• Works with secretaries in resolving problems & grievances.
• Makes suggestions to standardize procedures to improve efficiency of the department.
• Stays apprised of and demonstrates an understanding of firm policies pertaining to secretarial staff.
• Works with new personnel (legal and non-legal) to become familiar with firm procedures.
• Acts as liaison between secretaries and other support departments in disseminating information and formulating and implementing solutions to problems.
• Works with the HR Director to promote good morale, teamwork, and respect for the Firm by demonstrating high standards of professionalism, conduct and customer service, including work quality, courtesy and cooperation.
• Performs other work-related duties as assigned by the HR Director, Director of Administration, or as judgment or necessity dictates.

Skills We're Seeking

• 3+ years of experience as a secretary for a law firm, or in a legal department
• 3+ years of supervisor and/or management experience
• Experience with other legal software such as: Time Billing, Records Management, Time and Attendance, Conference Room Scheduling, Electronic Accounting
• Proficient with Microsoft Office

Nice To Have Experience

• Bachelor's Degree
• Thorough knowledge of legal terminology and formats
• Thorough knowledge of litigation/electronic court filings