Job Opening: Firm Administrator

2017 Estate Planning Updates

JOB DESCRIPTION

The Firm Administrator is a non-voting member of the Firm’s Executive Committee and oversees day-to-day business operations of the Firm, including Planning and Implementation, Finance and Accounting, Human Resources, Marketing and Business Development, Information Technology, and Building and Facilities.  The Firm Administrator reports directly to the Executive Committee.  The Firm Administrator directly supervises the Finance Assistant, Marketing Coordinator, Systems Administrator, Billing Coordinator, Administrative Assistant, Building Maintenance Staff and Facilities Management (Copy Center).

The Firm Administrator’s responsibilities include but are not limited to the following:

Planning and Implementation

Responsible to oversee implementation of administrative decisions made by the Managing Partner and the Executive Committee. Works with the Managing Partner and Executive Committee to develop and implement the Firm’s strategic financial plan.  Implements firm policies and objectives.

  1. Creates agenda for, attends and maintains minutes of all Executive Committee meetings.
  2. Prepares for and assists at partner planning meetings and retreats.
  3. Assists with development of strategic plans.
  4. Standardizes office procedures, systems and forms. Recommends system revisions and implements new forms and procedures as necessary.
  5. Directs preparation and maintenance of office procedures manual and implements and monitors procedures.
  6. Maintains an efficient filing system for clients and administrative files, including closed files and coordinates document destruction based on policy guidelines.
  7. Controls office workflow to regulate and maintain a balanced workload for administrative staff with minimum overtime.
  8. Communicates Firm project deadlines and workload conflicts to partners as needed to manage timely completion of work.

Finance and Accounting

Responsible for preparation of and monitoring of annual budget and longer-term financial plans of the Firm; directs the development, implementation and compliance with budgets and systems to achieve operating and financial objectives. Establishes financial controls and guidelines to optimize the cost-effectiveness and profitability of the firm.  Studies and recommends improvements in financial systems and reports.  Develops and maintains efficient processes and procedures to maximize firm profitability.

  1. Performs all controllership functions, including approving all expenditures, signing checks, initiating or approving all bank transfers, monitoring cash flow and accounts receivable.
  2. Reviews and approves all bank account reconciliations on a timely basis.
  3. Directs preparation of firm revenue, operating and capital budgets.
  4. Monitors cash receipts and recommends partner distributions to the Executive Committee Chair.
  5. Assures timely preparation of firm’s monthly and annual financial statements and tax returns.
  6. Provides partners and managers with periodic financial and practice management reports as requested.
  7. Directs preparation of annual billing rate schedules for approval by partners.
  8. Develops and maintains control over purchasing of equipment and supplies.
  9. Monitors and assists with collection of overdue accounts.
  10. Reviews administrative employee time sheets and expense reports for propriety and substantiation.
  11. Oversees time and billing system. Monitors timely preparation of billings.
  12. Evaluates and reviews coverage and pricing for all insurance annually including professional liability coverage. Recommends appropriate revisions.  Prepares schedules for annual workers compensation audits.
  13. Acts a liaison with banks on loans and lines-of-credit.
  14. Possesses sufficient working knowledge of accounting and financial reporting systems and programs to be able to perform essential duties in the absence of the Finance Assistant.

 

Human Resources

Hires, trains, manages, and evaluates all non-lawyer administrative and support personnel. Duties include salary administration, benefits administration, workers’ compensation, personnel information systems, job design and resource allocation.  Provides administrative support for the Firm’s recruiting, training, and evaluation of attorneys.

  1. Recruits, interviews and hires candidates for administrative positions.
  2. Assigns responsibilities and supervises the administrative staff; develops training programs and career paths for administrative staff; reviews performance and recommends compensation and conducts annual performance reviews for administrative staff.
  3. Administers all employee benefit programs. Recommends revisions to maintain a competitive compensation and benefits package.  Negotiates contracts with benefit vendors to provide maximum benefits at lowest cost.
  4. Oversees new employee orientation program.
  5. Assures that personnel files are maintained with current information.
  6. Monitors personnel evaluation system.
  7. Maintains personnel manual in accordance with applicable employment laws and guidelines. Updates personnel policies.  Prepares/coordinates preparation of job descriptions.  Communicates and interprets policies to all employees.
  8. Provides leadership in employee discipline, morale and team building.
  9. Collaborates with Executive Committee and attorneys to help ensure that staffing levels are appropriate, efficient and cost effective.
  10. Possesses working knowledge of payroll and Accounts Payable systems and programs and is able to perform essential duties in the absence of the Administrative Assistant.
  11. Performs or facilitates background checks on all potential candidates for all non-attorney positions.


Supervision of Marketing, Business Development, Information Technology and Building Facilities Activities.

 Oversees the Marketing Coordinator, the Information Systems Administrator, and the Building Facilities personnel to ensure implementation of marketing and business development plans, technology plans, disaster preparedness plans and policies, and maintenance of building facilities. Manages leasing and tenant relations for the Firm’s office building.


Other Duties

This job description does not list all the duties of the job.  The Firm Administrator may be asked by the Executive Committee or partners to perform other instructions and duties as required.

  1. Relieves partners of administrative responsibilities as requested.
  2. Attends other Firm Committee meetings as needed.
  3. Performs such other duties as may be assigned.

 

Education, Experience, and Skills:

  1. Bachelor’s degree, preferably in business administration or human resources
  2. At least three (3) years of experience supervising and managing personnel.
  3. Prefer two (2) years of experience as a Controller or similar position with responsibility for budgeting, finance, and time and billing.
  4. Prefer experience in a law firm or professional service industry.
  5. Experience in dealing with Human Resource issues.
  6. Initiative, creativity, ability to operate independently and “self-manage” projects.
  7. Working knowledge of manual and automated accounting systems, well-developed financial analysis capabilities. Prefer experience with Elite or similar accounting / time & billing software.
  8. Well-developed interpersonal skills. Ability to get along well with diverse personalities; tactful, mature and flexible.
  9. Proven ability to recruit, train, and motivate personnel in order to balance staffing strength with profitability and growth.
  10. Ability to establish credibility and be decisive, but able to recognize and support the partnership’s preferences and priorities.
  11. Results and profit-oriented with the ability to balance other business considerations.
  12. Strong analytical and reasoning abilities.
  13. Participative management style, advocates team concept.
  14. High energy level, comfortable performing multifaceted projects in conjunction with normal activities.
  15. Proficiency with Microsoft Office applications.


Working Conditions:

  1. Occasional same day travel for meetings, or to attend seminars using a personal vehicle.
  2. This is a salaried position and, from time to time, requires more than 40 hours a week to accomplish the duties.


Safety Hazards of the Job:

  1. Minimal hazards. General office working conditions.


Compensation:

Compensation is commensurate with experience and ability.

A career at Stuart & Branigin is challenging and rewarding.  Employees at Stuart & Branigin receive a generous benefits package including:

  • Pension Plan with generous employer contributions
  • Medical insurance
  • Dental and Vision insurance options
  • Complimentary parking
  • Paid vacation and holidays

The Executive Committee has the right to revise this job description at any time.  The job description is not a contract for employment, and either you or the employer may terminate employment at any time for any reason.

To reply, email cover letter, salary expectations and resume to Jim Pratt at jep@stuartlaw.com.

Stuart & Branigin was founded 1878 in Lafayette, Indiana. Our experienced and knowledgeable lawyers provide trusted counsel to local, regional and national clients. Our firm is comprised of five practice groups: Corporate and Non-Profit, Litigation, Personal Injury, Private Client Services, and Transportation.