Position Overview - Santa Monica, Irvine or San Francisco

The Secretarial Services Manager is responsible for the coordination and management of secretarial support in our three California offices. This position acts as liaison between lawyers and legal secretarial support staff and is responsible for developing training and mentoring programs for secretaries.

Responsibilities

• Coordinates secretarial assignments and/or team structure, delegates work and project assignments as required, maintains secretarial assignment and coverage lists, and assists with secretarial backup as needed
• Interviews/hires legal secretarial support staff
• Manages the administration of timesheets, approves time off and maintains PTO calendar for secretarial staff, seeking guidance when needed. Develops and implements standard operating procedures for secretarial staff
• Conducts annual secretarial performance interviews with attorneys and documents feedback in secretarial evaluations. Administers performance review program to ensure effectiveness, compliance, and equity within the department
• Resolves conflicts and advises management in appropriate resolution of employee relations issues. Involves Senior Office Manager and HR Business Partner as necessary
• Serves as a liaison with and oversees the process of bringing temporary secretarial assistance into the office or requesting support from other offices as needed
• Conducts regular meetings with all Secretaries
• Reviews/approves overtime for legal secretarial support staff
• Coordinates and conducts training for legal secretarial support staff with internal training department and external resources that are available (new hires and updated training for current staff)
• Assigns mentors to new legal secretarial support staff
• Supervises and maintains extended hours secretarial coverage in some offices
• Develops, plans and implements programs to identify performance expectations and improve staff performance efficiency and morale.
• Responds to inquiries regarding policies, procedures, and programs pertaining to the Secretarial staff
• Performs other duties as assigned

Essential Job Specifications/Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Ability to deal professionally with both internal and external clients on all levels
• Demonstrated ability to communicate effectively, both verbally and in writing, with lawyers, clients, and staff
• Ability to lead and motivate staff to perform up to established work standards
• Ability to analyze work processes, determine causes of problems, identify and implement solutions and measure results
• Microsoft Word, Excel, PowerPoint and Outlook proficiency a plus
• Creative problem solving and the ability to deal with and resolve conflict in a positive manner
• Ability to perform well under pressure in a fast-paced environment with changing work priorities
• Ability to maintain confidences as well as build confidence and trust
• Proven leadership, project management, organizational, and planning skills with the ability to prioritize multiple tasks and projects
• Knowledge of State and Federal Court rules and procedures as well as knowledge of Legal Secretary work processes and procedures
• Ability to work beyond normally scheduled work hours with little or no advance notice up to five times per week
• Requires the ability to regularly report to work on the days and times scheduled

Competencies

Customer/Client Focused
Ethical Conduct
Management
Organization Leadership
Strategic Focus

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Multiple Locations

Please Note :
toshibalba.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, toshibalba.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.