OFFICE ADMINISTRATOR – SOUTH BEND / ELKHART

SUMMARY: Under general supervision and according to established policies and procedures, responsible for the daily administrative functions of the South Bend/Elkhart (SB/EL) offices in the management areas of staff supervision, performance management, employee relations, payroll processing, financial reporting, facilities and marketing support. Observes confidentiality in all client and firm matters.

Essential Duties And Responsibilities

Serves as the office leader for administrative and local human resources functions for the SB/EL offices including, but not limited to:

• Ensures fair and consistent implementation of Firm policies and procedures, and compliance with applicable federal, state and local laws.
• Recruits, hires and trains office staff.
• Prepares and maintains an annual non-exempt staff salary budget.
• Supervises, counsels, disciplines and discharges non-exempt support staff as needed.
• Works to improve the operational efficiency of support staff.
• Coordinates office workflow and administrative support for legal personnel.
• Coordinates coverage for unplanned absences, checks the call-in line, assigns legal administrative floats to cover desks, and notifies attorneys and managers of unplanned absences.
• Monitors departmental attorney-to-legal administrative assistant ratios and makes adjustments/reassignments as necessary.
  
  

• Conducts annual non-exempt staff performance and salary review process.
• Prepares monthly headcount report.
• Conducts local new hire orientation for all legal and staff personnel.
• Coordinates the logistics of South Bend and Elkhart office events (i.e. holiday party, administrative professionals week, staff meetings, service awards, Firm picnics, etc.).
• Perform financial management functions:
• Prepares office checks for filing fees, etc.; maintains petty cash.
• Processes and transmits invoices to accounting for payment on a weekly basis.
• Prepares the annual office operating and capital expense budget.
• Establishes financial controls and guidelines that optimize cost effectiveness and profitability.3.
• Performs or manages all required facilities management functions for the SB/EL offices including, but not limited to:
• Handles requests for routine maintenance.
• Maintains relationships with the building managers.
• Manages ground parking contracts and parking assignments, where applicable.
• Facilitates any leasehold improvements, coordinates space planning.
• Works with the Office Managing Partner to manage approved capital projects.
• Manages vendor relationships with all office supplies’ providers, and the purchase of all non-computer office supplies.
• Oversees office operations of the file room, records storage, and reception/switchboard services.
• Performs other related administrative duties for the office as may be required by the Firm or the Office Managing PartnerThe employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.
  
  

Knowledge, Skills And Abilities Required

• Bachelor's Degree required.
• Five (5) or more years of law firm experience required. Professional services management, marketing management or general human resources management experience preferred.
• Minimum three (3) years of supervisory experience preferably in legal/professional services environment.
• Proficiency in MS Office applications (Word, Excel, and PowerPoint).
• Interpersonal skills necessary to follow the instruction effectively from a diverse group of attorneys and staff and provide information with ordinary courtesy and tact. 6. Strong written and verbal communication skills.
• Must be able to maintain confidentiality in employee relations and client matters.
• Ability to retrieve and distribute files, written documents or office supplies weighing up to 40 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.
• Minimal travel will be required.
• Work may require irregular hours and more than 40.00 hours per week to perform the essential duties of the position.
• Valid driver’s license required for travel.This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.
  
  
  

Working Conditions

• Onsite, in-office work required.
• Normal office environment with little exposure to excessive noise, dust, temperature and the like.The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.