Legal Office Team Lead

Site Leader, Legal

  POSITION PROFILE

Supervises the day-to-day operations of a specified 1 to 3 person site within a legal office environment. Reports directly to an Account Manager and works to provide employee developmental support. Will also assist in employee relations matters as it pertains to supervising and directing. Works to develop, implement, and review procedures for compliance and improvement. Prepares, creates, validates, and invoices client(s) as per the customer's billing needs. Must possess excellent interpersonal and customer service skills to communicate with senior level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and others. The Site Supervisor is the point person for customer issues as well as providing direction for issue resolution. Works directly or indirectly assisting the site operations with any of the following office functions: copy, production, and scanning, fax, mail, and shipping, hospitality assistance, conference room set up and scheduling, receptionist backup, facilities support, and inventory control. Works to maintain and control an acceptable profit level within the site while looking for additional service offerings to enhance the customers work flow.

  Job Duties and Responsibilities

LEGAL ENVIRONMENT JOB RESPONSIBILITIES

Possess the legal background to understand client matter workflow, such as:

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

OTHER DUTIES AND RESPONSIBILITIES

• Responsible for the effective implementation and management of the RICOH Service Excellence methodology.
• Acts as a working supervisor, assisting in daily tasks and operations per the customer contract.
• Manages formal contact with the customer daily.
• Handles highly confidential, time-sensitive documents.
• Produces quality work due to the sensitive nature of documents and projects required in a legal environment.
• Understands the law firm structure and hierarchy while providing professional support to firm associates (legal secretaries, project managers, paralegals, associates, and partners).
• Ensures accuracy and expedient turnaround on project work with tight deadlines.
• Provides training on workflow and machine operations as needed.
• Ensures payroll accuracy by overseeing and correcting all time clock punches.
• Achieves shift profitability by effectively supervising labor, materials, and supplies.
• Operates shifts and maintains work quality to comply with audits and deadlines.
• Meets quality and deadline standards by effective job scheduling practices.
• Maintains efficient workflow by holding direct reports accountable for work quality and efficiency.
• Facilitates resolution of issues concerning pricing, orders-in, and invoicing.
• Ensures all direct reports meet objectives using tools like developmental plans, 90-day plans, and regular performance reviews.
• Posts reports showing productivity, quality, and deadline results.
• Maintains positive internal working relationships with department employees through professional communication.
• Completes site reports and other paperwork accurately and on time.
• Completes month-end management reports.
• Assists the account manager with the monthly financial reporting review.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• Requires a high school diploma or GED and 2+ years of experience in a related field.
• Minimum of 2 years of experience in the legal industry is strongly preferred.
• Preferred experience with various 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; interpret, comprehend, and apply complex material, data, and instructions; prepare, provide, and convey diversified information.
• Some physical effort required. 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 (calculator, keyboard, hand tools, eye/hand coordination).

The above statements are intended to 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.