What are the responsibilities and job description for the Office Manager - Immigration Law Office position at Tovar Law & Associates PLLC?
Position Summary:
The Office Manager is responsible for the overall supervision of the administrative operations of Tovar Law & Associates PLLC. Their role is to ensure that the office operates efficiently, professionally, and in compliance with the ethical standards of immigration law practice. This position requires strong organizational skills, leadership, attention to detail, and a client-centered approach.
Primary Responsibilities:Administrative Management
- Coordinate the daily workflow of the office.
- Supervise the organization of both physical and digital case files.
- Monitor critical case deadlines (expirations, renewals, interviews).
- Manage official correspondence with USCIS, and other agencies.
Staff Supervision
- Coordinate and oversee administrative staff and legal assistants.
- Conduct onboarding, training, and performance evaluations.
- Foster a collaborative and efficient work environment.
Client Relations
- Oversee client service in person, over the phone, and via email.
- Handle sensitive situations or difficult clients with professionalism.
- Ensure that clients receive timely updates on their cases.
Financial Management
- Supervise payment processing, issuance of receipts, and accounts receivable follow-up.
- Manage the office’s operational budget (materials, supplies, maintenance).
- Collaborate with our external accountant.
Calendar Management
- Coordinate the attorney’s schedule, ensuring no scheduling conflicts.
- Schedule internal and external meetings.
Technology and Systems
- Manage case management software (e.g., Docketwise, Box, Panther).
- Ensure the backup and protection of confidential information.
- Coordinate technical support in case of system or equipment failures.
Legal and Ethical Compliance
- Ensure compliance with ethical standards in legal practice.
- Guarantee the protection of sensitive data and client privacy.
- Stay informed of changes in immigration procedures that affect administrative work.
Position Requirements:
- Education: Degree in Administration, Law, Human Resources, or related fields (preferred).
- Experience: Minimum of 5 years in administrative or supervisory roles (preferably in law firms or similar environments).
- Languages: Bilingual Spanish–English (spoken and written) – required.
- Technical Skills: Intermediate/advanced knowledge of MS Office, Google Workspace, and legal management software.
- Software Used: Docketwise, Box, Panther, Office 365.
Key Skills:
- Leadership and team management
- Organization and attention to detail
- Effective communication
- Problem-solving ability
- Strong sense of ethics and confidentiality
Job Type: Full-time
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- Paid time off
Schedule:
- Holidays
- Monday to Friday
- No nights
- No weekends
Work Location: In person
Salary : $60,000 - $75,000