Working ARC Supervisor

The Attorney Resource Center (ARC) Support Department of Arnold & Porter has an opening for a Working ARC Supervisor in the New York office. The Working ARC Supervisor is responsible for coordinating coverage and workflow within the ARC teams, providing training, and assisting attorneys and other legal personnel with administrative, organizational, and clerical work in a team-oriented and collaborative environment. This position reports to the Senior ARC Manager.

Responsibilities include but are not limited to:

• Reviewing NY ARC staff hybrid schedules to ensure in-office compliance and necessary coverage.
• Tracking NY ARC staff attendance, leave, and overtime requests as well as reviewing and adjusting staff timecards as necessary.
• Monitoring, coordinating, and troubleshooting the workflow in the NY ARCs on a regular basis.
• Assisting with orientation and integration of legal resource assistants.
• Mentoring new legal resource assistants and assisting with ARC training.
• Assisting in the scheduling and planning of quarterly ARC luncheon meetings.
• Scheduling individual ARC team meetings to address NY ARC concerns.
• Preparing, editing, and proofreading legal documents and correspondence (i.e., contracts, agreements, summons, complaints, motions, and subpoenas from draft or dictated text).
• Editing client prebills as directed by attorneys; processing all client billing in accordance with firm policies and procedures and with assistance from the firm’s Finance & Accounting Department.
• Setting up new client matters; completing client label requests, and requesting on-site/off-site client files with assistance from the firm’s Information Governance Department.
• Accurately and efficiently arranging attorney’s travel via the firm’s Travel Department.
• Inputting, editing, and finalizing attorney time into the firm’s time entry system.
• Organizing and routing incoming mail, correspondence, and articles to attorneys and other firm personnel.
• Managing attorney Outlook calendars and assisting attorneys’ meet deadlines.
• Coordinating meetings; including reserving conference rooms, ordering meals, arranging for IT equipment as needed (i.e., laptop, projector, audio/visual equipment), sending Outlook meeting requests, etc.
• Answering the telephone in a courteous and professional manner.
• Updating and maintaining attorneys’ contact lists.
• Entering and processing expenses and invoices through Chrome River.
• Filing correspondence and legal documents electronically and manually.
• Ensuring proper indexing and filing of original legal documents and deposition transcripts.
• Converting Word documents to PDFs; PDFs to Word documents.
• Converting PDFs to MS Word documents.

Qualifications:

• Minimum of five (5) years of prior legal secretarial experience.
• One year of prior supervisory experience and prior experience coordinating schedules and workflow for administrative staff is a plus.
• Strong proficiency in Excel, Word, PowerPoint, and databases.
• Minimum of 60 wpm typing.
• Excellent oral and written communications skills.
• Ability to work in a fast-paced environment while exhibiting a strong attention to detail.
• Outstanding organizational and planning skills.
• Capable of handling multiple projects simultaneously.
• Ability to work under pressure with changing deadlines.
• Ability to demonstrate a high degree of trustworthiness in handling confidential and sensitive information.
• Self-motivated with ability to work independently or as part of a team.
• Flexibility to work additional hours as needed.

The anticipated base salary for this position is $84,000 to $120,000. The actual base salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.


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