Legal Office Team Lead

Site Leader, Legal

Job Duties and Responsibilities

LEGAL ENVIRONMENT JOB RESPONSIBILITIES

• Understands client matter workflow, such as:
  • Charging back to firm and/or clients for work, supplies, hours, etc.
  • Familiarity with legal technologies and software, including document management systems and cost recovery/charge-back systems (e.g., Copitrak, Equitrac).
  • Knowledge of legal records management processes.
  • Familiarity with processes and documents, such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, and court systems, including document delivery within the court system.
  • Assists with scheduling needed equipment, labor, and supplies for offsite trials.

OTHER DUTIES AND RESPONSIBILITIES

• Implements and manages the RICOH Service Excellence methodology effectively.
• Functions as a working supervisor, assisting in daily tasks and operations as per customer contract.
• Maintains formal contact with the customer daily.
• Handles highly confidential documents that may be time-sensitive.
• Produces quality work due to the sensitive nature of legal documents and projects.
• Understands the law firm structure and hierarchy while interacting and providing professional support to firm associates (legal secretaries, project managers, paralegals, associates, and partners).
• Ensures accuracy on project work requiring a fast turnaround and tight deadlines.
• Provides training on workflow and machine operations when necessary.
• Ensures payroll accuracy by overseeing and correcting time clock punches.
• Achieves shift profitability (cost of goods) by supervising labor, materials, and supplies effectively.
• Maintains work quality and meets audit and deadline requirements by managing shifts.
• Meets quality and deadline standards through effective job scheduling.
• Holds direct reports accountable for work quality and efficiency.
• Resolves pricing, order-in, and invoicing issues.
• Ensures direct reports meet objectives using tools such as developmental plans, 90-day plans, and regular performance reviews.
• Posts productivity, quality, and deadline results.
• Maintains positive internal relationships with all department employees through professional communication.
• Completes site reports and paperwork accurately and on time.
• Completes month-end management reports.
• Assists the account manager with monthly financial reporting review.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED and 2+ years of experience in a related field.
• Minimum of 2 years' experience in the legal industry strongly preferred.
• Preferred experience with different types of law and departments, such as criminal, civil, corporate, real estate, bankruptcy, intellectual property, etc.
• Preferred computer experience and proficiency with programs such as Word, Excel, PowerPoint, Adobe PDF, and legal software.
• Preferred experience in delivering classroom and/or informal training sessions.
• Preferred experience in operating advanced machines and performing complex jobs.

Knowledge, Skills, and Abilities

• Strong organizational skills.
• Ability to effectively set goals, lead, and train employees.
• Proficiency in technical skills and the use of complex machinery.
• Ability to stay updated on current technology and market trends by reading relevant journals, magazines, and newspapers.

Working Conditions, Mental, and Physical Demands

• Typically, an office environment with adequate lighting, ventilation, and a normal range of temperature and noise level.
• Work assignments are diversified; ability to interpret, comprehend, and apply complex material, data, and instructions; prepare, provide, and convey diversified information.
• Some physical effort is required. The work is mostly sedentary but may involve walking, standing, bending, reaching, and lifting or carrying objects up to 50 lbs. (e.g., papers, books, files, and small parts).
• Moderate dexterity required, with regular application of basic skills (e.g., calculator, keyboard, hand tools, eye/hand coordination).

The above statements describe the general nature and level of work performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job