Job Description
Job Description
Axios Professional Recruitment is partnered with a local law firm in Grand Rapids, who is actively looking to hire an Office Manager to oversee their 2 Michigan-based locations. The ideal candidate will be self-motivated, a strong leader, have experience operating multiple locations, and bring a positive outlook to the work environment!
Office Manager Benefits :
- 70,000 annual salary
- Healthcare Insurance
- Health Savings Account
- Life Insurance
- Retirement Account
Office Manager Responsibilities :
Personnel
Interview, screen, and hire applicants for office staff positions with the approval of the Managing Shareholders.Determine staff compensation packages annually.Counsel employees who are not meeting firm standards and discuss methods for improvement after consulting with managing Shareholders and under managing Shareholders's supervision. Take disciplinary action against employees, including dismissal when necessary.Maintain personnel records for lawyer and staff employees.Conduct orientation and training of lawyer and staff personnel on a continuing basis as to the organization and systems of the firm.Administer the firm's benefit plans including life and health insurance, and vacation and sick leave policies.Regulate the workflow within the office and coordinate the workload of individual staff members.Financial / Bookkeeping
Assist in the preparation of the firm's annual budget as requested.Assist in the preparation of management reports analyzing the activity of the firm against budgeted standards.Establish procedures for the billing process.Prepare analysis of accounts receivable and coordinate necessary collection efforts with the billing attorney, including rebillingResearch and recommend improved systems in accounting, timekeeping, and billing.Ensure that all tax forms, returns and payments are prepared and filed timely.Work with the firm's accounting professional to maintain proper tax reporting and filing.Client AccountingAdd clients and matters to the client matter database from approved new file information forms.
Oversee the proper entry of lawyer / paralegal timesheet data by the staff.Maintain documentation of employee expenses and approve reimbursement checks.Review bills for accuracy and completeness.Post credit and write off adjustments to the A / R file from properly documented and approved memoranda.Review and balance the client accounting data base at the end of each month.Prepare and review Work In Progress reports once necessary information is available and prepare costs advanced reports.Prepare weekly reports on cash in bank, attorney and para-professional income, month-to-date and year-to-date and accounts receivables.Purchasing and Accounts PayableProcess and obtain managing Shareholders's approval, according to the firm's established policy, for payment of all vendor invoices.
Financial Statement Preparation and Cash ControlMaintain the general ledger on a timely basis and in an accurate manner.
Prepare all journal entries.Reconcile all checking accounts monthly.Prepare and make cash deposits.Prepare various special financial reports as requested by the managing Shareholders.Payroll ProcessingPrepare Shareholders distribution checks.
Prepare Shareholders and non-Shareholders payroll checks.Prepare office payroll data and other payroll related forms for all employees.Calculate payroll taxes and make appropriate deposits.Trust AccountingRecord all receipts and disbursements of funds in the trust account. Prepare and make the bank deposits.
Provide copies of all checks and deposit slips for proper control.Reconcile the monthly trust account balances.Retirement PlansPrepare employee contribution, enrollment and census forms.
Post retirement plan bulletins.Distribute account statements.Calculate and process retirement contributions.Medical Insurance PlansEvaluate medical plans for Shareholders and personnel on an annual basis
Calculate proper posting to HSA accounts.Reconcile year-end HSA contributionsPhysical Facilities
Assist in making recommendations for future needs of the firm concerning the efficient use of office space, and implement decisions regarding the following :Allocation and reallocation of offices
Leasehold improvementsStaff space allocationsMaintain files and records of construction contracts, progress reports, change orders, and payment schedules.Accounts PayableReceive and review staff / attorney check requests and expense receipts
Calculate mileage and other costs
Ensure client (or G / L) account is identified as appropriateFile vendor-related expense receipts (i.e. charge card receipts, etc.) for future referenceReceive / Review Vendor InvoicesDetermine G / L category (or client account)
Print checksPrepare payments for mailing to vendor and filing appropriately.
Accounts ReceivableReview, correct, and complete all client invoices
Check for accurate accounting of attorney time
Check for correct fee ratesClear invoice for transmittal to client - transfer pertinent information to data baseMaintain data base for client invoicesRecord all invoices forwarded to clients
Record per client costs advancedRecord payments received from clientsRecord reimbursement of advanced costs Record attorney disbursement amounts Print reports Listing of weekly invoices Outstanding Accounts Receivable, sorted by Atty Total weekly invoice payments received Cumulative (monthly) payments received Cumulative (monthly) attorney fee disbursementEquipment, Supplies & Purchasing
Maintain familiarity with new developments and technology through regular contact with sales representatives, attending business shows and seminars, and subscribing to professional and trade publications.Determine sources of supply and set up quality and inventory controls.Secure cost studies comparing various equipment alternatives.Approve quality and purchase of office stationery and supply items.Office Systems
Maintain and control the filing and indexing system for active and closed files. Including the development and maintenance of a forms file. Supervise conflict checks on new files and clients.TelecommunicationsEvaluate telephone, internet and other communications equipment. Responsible for the proper utilization of the telephone system and features.
MailResponsible for procedures and equipment-use in the handling and distribution of incoming and outgoing mail. Evaluation of most cost-effective methods for handling of mail.
Computer SystemResponsible for the firm's computer equipment. This includes responsibility for the technical and operational support of all computer equipment to ensure maximum productivity, reliability and utilization.
Develop effective systems and procedures for utilization of the systems, including necessary procedures, protocol and manuals to provide for maximum utilization of the system.Develop and implement training and updating of procedures to staff.Evaluate and make recommendations regarding purchases of new equipment and software applications.Review and authorize routine purchases of supplies, materials, vendor technical support assistance, and equipment needed for the proper operation of the computer system, within limits established by the managing Shareholders.Upgrade and maintain various network and software programs in the firm including Tabs, PM, Netdocs, Terminal Server, and Digital Dictation.Word ProcessingResponsible for training, support and orientation of all firm personnel to ensure maximum utilization of the firm's word processing system. Confirm in-house and commercial training dates and times.
Prepare and keep current documentation regarding secretarial and word processing system procedures.Work with appropriate firm personnel to develop special applications. Create a manual of all applications, with detailed instructions, and regular updates.Office ManualWork with and obtain approval from Managing Shareholders relative to the preparation of a current office manual of procedures used in the firm.
Administrative
Supervise the preparation and distribution of firm announcements.Coordinate the update material to be included in various legal directories.Administer the existing insurance programs of the firm and make timely recommendations as to coverages and rates.Attend firm meetings, as requested, gathering such information as needed for the meetings; coordinate the preparation and distribution of agendas; and arrange dinners, retreats and other functions, as requested.Oversee general firm operation to assure the smooth operation of the firm's production, cash flow and business transactions.Coordinate employee outings such as Christmas, Retirement, Summer, etc.Axios Professional Recruitment - an entirely employee-owned company - is the largest independent employer in West Michigan. Our mission is to match people with meaningful, long-lasting, and enjoyable careers, not just a job. Since 1988, we've helped match over 300,000 people just like you with top employers across West Michigan.
Good luck, we look forward to reviewing your application!
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