JOB DESCRIPTION FOR OFFICE MANAGER

The responsibilities of the position include, but are not limited to the following:

FINANCIAL

• Process all invoices (billable and non-billable) for payment through A/P and Tabs programs
• Process all client payments through Tabs program
• Reconcile all firm bank accounts
• Prepare and process bi-monthly and monthly payrolls
• Prepare monthly financials
• Prepare annual fixed asset reports
• Prepare 1099’s
• Prepare and review annual budgets
• Monitor cash flow and report to partners
• Maintain petty cash fund
• Prepare monthly Receipt Allocation Report
• Administer partner compensation program
• Prepare annual partner compensation package of reports
• Administer company credit card program
• Process Coltaf trust account transactions in accordance with Coltaf account guidelines

TIMEKEEPING & BILLING

• Administer Tabs timekeeping system
• Process monthly WIP reports and final invoices
• Prepare and maintain Attorney Origination Report
• Maintain client A/R files with invoices and fee agreements
• Generate Bill of Costs for matters as requested

PERSONNEL MANAGEMENT

• Interview, screen and hire applicants for office staff positions, including secretaries and receptionist.  Conduct preliminary screening of paralegal candidates.  Assist attorneys in recruitment process for attorney positions as directed.
• Maintain personnel records
• Make recommendations for annual staff salary increases
• Maintain compensation history reports on all personnel

OFFICE EQUIPMENT

• Negotiate photocopy and fax machine leases
• Serve as network liaison and Worldox administrator
• Serve as administrator for telephone system

EMPLOYEE BENEFIT PROGRAMS

• Assist partner in health insurance renewal process
• Notify health insurance carrier of new hires, terminations and salary changes
• Notify terminated employees of state continuation option
• Notify LTD carrier of new hires, terminations and salary changes
• Notify employees of eligibility for retirement plans
• Process retirement plan distributions
• Prepare bi-monthly and monthly 401(k) contribution reports and send to Milliman
• Prepare annual participant data worksheet for Milliman
• Prepare monthly retirement plan reports for trustees
• Process and track retirement plan interest payments

GENERAL

• Plan annual holiday party and assist in other functions as needed
• Negotiate legal research contract with Westlaw
• Serve as administrator for Lexis Nexis File and Serve
• Oversee the office supply ordering process
• Assist partner in the professional malpractice renewal process
• Assist partner in general liability insurance renewal process
• Enroll attorneys in CLE classes and submit accreditation paperwork to Supreme Court
• Monitor attorney CLE credit status
• Administer parking garage account
• Coordinate announcements for new attorneys, partnerships, etc.
• Manage the client gift process
• Maintain secure documents in safe
• Ensure website accuracy

Salary range $55,000-$75,000