Office Manager -In person

Overview

A bustling boutique immigration law firm in Falls Church, VA is currently seeking an Office Manager/Chief of Staff with bookkeeping skills on a temp-to-hire basis.

• Oversight of twelve to twenty office assistants and two receptionists
• Managing partner’s schedule
• Enforcement of office policies (including time entry)
• General office management and possible HR duties
• Provide administrative assistance to legal staff in a law office
• Plan, support, and implement logistics for internal office events
• Coordinate with customers, external counsel and other vendors to obtain and exchange information and documentation related to legal matters
• Assess urgency of situations, determine appropriate actions, monitor status of pending items, provide follow up, and keep management informed
• Coordinate the preparation of legal correspondence and presentations
• Maintain legal case management system
• Complete semi-monthly payroll, coordinate HR benefits with Paychex (Firm’s outside vendor), and maintain a database of employees’ accrued and used leave
• Train attorneys and support staff in the use of all office systems, including case management system, filing protocols, and docket/diary procedures
• Maintain training material for new employees
• Utilize case management system for electronic data management of legal files and management reports
• Ensure information is shared between clients and attorneys on various files
• Oversee and coordinate acquisition and maintenance of legal research and reference materials
• Maintain a docket of the firm’s deadlines
• Organize and maintain an orderly, detailed filing system
• Prioritize and manage multiple projects simultaneously and follow through in a timely manner
• Other duties as assigned

• Excellent resource management abilities (authoritative, diplomatic, respectful, personable, articulate, and professional at all times)
• Effective office management abilities (time entry, office operations, supplies, etc.)
• Advanced knowledge of office budgets, scheduling, expense reports, and invoicing
• Working knowledge of MS Office Suite (Excel, Word, Outlook)
• Working knowledge of accounting or bookkeeping, contracts, office workflows, and human resources practices
• Ability to draft formal business correspondence
• Strong initiative; ability to work independently with minimal direct supervision
• Strong organizational skills with great attention to detail
• Flexibility in dealing with simultaneous projects
• Ability to convey information and ideas through speech in ways that others will understand

• High School Diploma or equivalent
• Some previous accounting or bookkeeping
• Willingness and ability to learn new skills
• Operation of telephones, copier, fax, scanner, printers
• Must be self-motivated, work independently and as part of a team

• College Degree with at least 5 years of prior management experience
• Previous experience as a paralegal
• Fluency in Spanish and English
• Familiarity with INS Zoom
• Minimum of three years legal administrative experience with prior resource and office management responsibilities