Office Coordinator

Stoel Rives LLP has an immediate opening for an Office Coordinator located in our Sacramento office. This position works directly with the California (CA) Office Managing Partner to ensure smooth functioning of daily operations.
 

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

·       Meet regularly with CA OMP to collaborate on CA Office needs, events, space and HR issues

·       Coordinate with the firm’s centralized functions, including, Administrative Support, Practice Support, IT, Accounting/Billing & Finance, Business Development, Records, and Conflicts and Information Security to ensure local needs are being met.                                                              

·       Prepare new hire forms, and change and departure notifications in Workday for CA staff and attorneys

·       Provide supervision of onsite staff

·       Facilitate onboarding, orientation and integration of new CA staff and attorneys

·       Provide CA paralegal and practice assistant support including timesheet review and time off approval, answer questions and provide resources

·       Facilitate the CA employee off-boarding process including DARR for associates

·       Coordinate and schedule various office events including volunteer events, attorney dine arounds, staff appreciation, length of service, holiday party and donation drives

·       Participate in interviewing staff candidates and provide input for recruitment

·       Maintain tracking of CA attorney board service and opportunities and connect nonprofit organizations with interested Portland attorneys

·       Conduct staff performance evaluation interviews with attorneys as requested

·       Facilitate process for becoming a notary and maintain office notary records

·       Serve as Chair of CA Office Safety Committee

·       Maintain CA Attorney Seniority list, facilitate office moves, coordinate floor maps updates

·       Coordinate ordering of flowers for CA employees and CA Best in Stoel awards

·       Maintain online content of CA Office intranet page

·       Facilitate retired partners office space and needs

·       Facilitate staff mentorship check-in to ensure success of staff mentorship program; report any issues to management as needed

·       Work with the practice assistant management team to collaborate on updating PA Department policies and reference materials and maintaining portal content

·       Provide practice assistant department overview training to new CA Practice and Team Assistants

·       Coordinate yearly evaluations, quarterly check-ins, new hire check-ins (bi-weekly, 90-day and six months) including scheduling, document preparation and file management

·       Maintain budget for CA Administrative Department

·       Review and update CA Office section of the Firm’s Business Continuity Plan

·       Field questions regarding practice assistant, office and firm resources

·       Maintain practice assistant attendance calendar, coordinate backup coverage and update the attendance roster daily

·       Foster a culture of high performance, teamwork and continuous improvement through positive interactions with all personnel and attorneys

·       Other duties and tasks as assigned
 

ESSENTIAL SKILLS & CAPABILITIES

• Proven ability to provide direction to firm personnel, outside contractors and vendors.
• Excellent interpersonal and communication skills, with a demonstrated ability to maintain effective relationships with all levels of firm personnel in a team-based environment.
• Capable of handling confidential matters with sensitivity and discretion, sometimes dealing with difficult situations.
• Ability to handle multiple priorities, rapidly analyze issues, anticipate consequences, while staying organized and exercising sound judgment and decision making. Includes ability to prioritize goals, projects and tasks and delegate effectively and monitor/control outcomes.
• Champion firm initiatives and organizational change to ensure effective implementation
• Foster a culture of high performance, teamwork and continuous improvement through positive interactions with all personnel and attorneys
• Ability to identify and resolve problems and demonstrate initiative and adaptability

Technical Knowledge

Proficiency in common office applications, including Microsoft Office suite (particularly Outlook, Word, Excel, and OneNote) and Adobe Acrobat.  Experience with law firm software, such as iManage, Chrome River, Carpe Diem, Rendezvous, Box, Sharepoint, Teams, Workday and InterAction is preferred.

Physical/Mental Capabilities

Ability to type on a computer keyboard in a sitting or standing position; ability to operate telephone, photocopy, and other office equipment.  Requires prolonged sitting, occasional standing, bending and lifting.  Must have ability to read and comprehend handwritten and typed notes or correspondence.  Must have ability to be resourceful in seeking out information, anticipating consequences, and making sound judgments and decisions; ability to effectively prioritize workload; ability to analyze, initiate action, and take responsibility for outcome.
 

EDUCATION EXPERIENCE

High school diploma or equivalent required; college degree preferred. Minimum 3 years of experience in an administrative support role.
 

NORMAL WORK HOURS

This position is non-exempt and is eligible for overtime compensation.  Regular office hours for this position is 8:30 a.m. to 5:00 p.m., Monday through Friday. Overtime may be required.

How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!

The pay range for this position in the State of California is $65,000 - $108,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This information is provided per California’s pay transparency law, SB 1162. This salary range is based on market location.

In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office, and an annual contribution into the employee’s retirement plan. 

Stoel Rives places a high priority on attracting and retaining lawyers and business professionals with different backgrounds and life experiences. This makes us better and happier as people, as an organization, and as legal advisers. We are proud to offer many engagement opportunities including a firmwide DE&I Committee, Associates Committee, Pro Bono Committee, Affinity Groups, and Parenting Circle.

We proudly partner with Diversity Lab to implement innovative programs to advance Stoel Rives’ DE&I goals, including the aggressive metrics-based goals we’ve adopted as one of five founding Move the Needle firms. Our efforts with Diversity Lab include certification under the Mansfield Rule, to boost the representation of diverse lawyers in our firm’s leadership by broadening the pool of candidates considered for opportunities. Additional information on these programs, can be found here.