OFFICE MANAGER

The Office Manager supports TRLA’s delivery of legal services by maintaining office systems and supervising support staff in a TRLA branch office. An Office Manager’s duties are ancillary to helping TRLA’s clients in whatever capacity is appropriate to their skill set. While the duties of an Office Manager may involve significant time on particular days, an Office Manager is expected to provide services to clients most days as appropriate. The Office Manager ensures   effective operations of the branch office on a day-to-day basis. The Office Manager reports to the Director of Administration.

The duties of the Office Manager include:

• Assists clients appropriate to their skill set (e.g., as a secretary, legal assistant, paralegal, or attorney).
• Establishes and maintains the office's records and data management systems, including case-related files and materials, agency forms, and other office records.
• Oversees office equipment, furniture and the telephone system.  Working with the Facilities Director and IT Director, the Office Manager ensures periodic maintenance and, when necessary, arranges for prompt service or repair for office systems.
• Handles all local office space maintenance needs (ordering replacement lights, heating/air conditioning adjustments, etc.). Coordinates the scheduling of any furniture moving, computer cabling, and other office labor needs.
• Manages the office's stock of consumable supplies, including the ordering, stocking, and distribution of such supplies.
• Directs the handling of office mail; maintains stamps and postage meter as required.
• Coordinates with the Branch Manager, Digital Team, and Client Resources Manager on all office printing of client materials, including ordering, proofing, stocking, and distribution.
• May handle petty cash and client trust accounts including record keeping.
• Schedules use of conference and deposition rooms.
• Coordinates with the IT department on all electronic office equipment needs, including copiers, phones, and computers.
• Provides assistance to clients by answering questions, providing information, making referrals, and ensuring appropriate follow-through and/or resolution. The Office Manager should consult with and can request the assistance of the Branch Manager or Deputy Branch Manager, as needed.
• The Office Manager responds initially to client inquiries and complaints with support from the Branch Manager. 
• The Office Manager responds initially to staff complaints about administrative matters with support from the Branch Manager. 
• Assists attorneys and administrative staff with special projects as requested.
• Directly supervises legal secretaries and other support staff, as assigned.
• Coordinates appropriately with administration, managers, co-workers, and clients, and maintains confidentiality.
• Maintains the order and professional appearance of the office. 
• Monitors and regulates the quality and efficiency of the reception function.  Maintains reception backup arrangements and schedules.
• Handles backup secretarial needs through the use of current office personnel, temporary services and, occasionally, volunteers.
• Ensures that the training, development, and recognition needs of the office's secretarial and support staff are met.
• Is primarily responsible for responding to office emergencies, and remains on call to handle such emergencies (e.g., emergency weather, client emergencies, break-ins).
• In coordination with the Facilities Director, schedules major service calls including cleaning of windows, carpets, and floors, pest control, elevator inspection, security system, and other special building repairs and maintenance, and maintains relationships with vendors.
• In coordination with the Department of Human Resources, handles routine paperwork for new and exiting employees, secures office access cards, and notary supplies.
• Keeps Branch Manager informed of the office’s personnel, equipment, or service needs.
• Other duties assigned by the Director of Administration.

1.         Bilingual in English and Spanish preferred.

2.         Computer skills, including Word and Excel.

3.         Minimum five years’ experience in an office, preferably a law office.

4.         Bachelor’s degree preferred.