The Office Manager is responsible for managing the administration of the office’s overall day-to-day operations, including, but not limited to human resources, accounting and financial assistance and support, space and facilities management, support staff management, attorney/PGL support, and other administrative duties as required. This position is expected to have effective communication with other leaders throughout Armstrong Teasdale LLP (the “Firm”). It is imperative for the Office Manager to assist office personnel with the understanding and adherence to the Firm’s values, mission statement, and policies.

Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• ACCOUNTING/FINANCIAL:

The Office Manager is responsible for working closely with the Firm’s Finance leaders, as well as the Office Managing Attorney, to assist with the financial planning and management for the office, including but not limited to maintaining the local office’s planning, assisting in the implementation of the annual budget for the office, tracking client charges, assisting with client billing and collections, accounts payable/receivable, and implementing procedures to recover additional costs for the office, all as specifically requested and/or directed by Finance and/or the Office Managing Attorney.

• ATTORNEY ASSISTANCE:

It is the responsibility of the Office Manager to perform, or coordinate the performance of, various administrative tasks and to provide, or facilitate the provision of, administrative support to all attorneys and other timekeepers in the office in the event staff is absent or unavailable. These duties include, but are not limited to completion of special projects, payment of various dues, CLEs, travel assistance, secretarial duties, receptionist duties, paralegal duties, and administrative duties. It is also the Office Manager’s responsibility to assist the attorneys by developing automation to ensure the delivery of efficient legal services. It is also the Office Manager’s duty to communicate with and support the local Office Managing Attorney and Practice Group Leaders as requested and/or directed.

• FACILITIES:

The Office Manager is responsible for assisting the Office Managing Attorney with the overall management of the office’s physical facilities and all related functions including, but not limited to, communications with their particular office’s landlord, serving as representative liaison with building management if requested or directed to do so by the Office Managing Attorney, office space planning, renovation/tenant improvements of office space when necessary, office furniture/equipment, and supporting compliance with the Firm’s workspace guidelines.

• HUMAN RESOURCES:

The Office Manager is responsible for human resources management and will provide administrative direction and leadership for paralegals, secretaries, receptionist(s), and other non-exempt staff in accordance with the Firm’s policies and applicable laws, and as specifically requested or directed by the Office Managing Attorney and/or Human Resources. It is the Office Manager’s responsibility to manage and coordinate the human resources functions for the administrative support staff and all attorneys. These functions should be performed in close consultation and coordination with the Office Managing Attorney and the Vice President of Human Resources. It is the duty of the Office Manager to identify staff support issues in connection with attorney needs, such as interviewing and screening applicants, new hire orientation, onboarding, monitoring and evaluating staff performance, recommending salary increases and bonuses for staff, coordinating PTO utilization, backup schedules for staff, conducting personnel meetings, assisting with creation and implementation of policies specific to the office, maintaining attorney coverage instructions, monitoring office morale, suggesting possible actions to improve as needed, evaluating complaints and promoting resolutions of the same in the best interests of the Firm as a whole and counseling staffas necessary.

• INFORMATION RESOURCES:

The Office Manager should be familiar with the various statutes, codes, books, subscriptions, and resources utilized in their office and assist the Information Resources Manager with the updating, purchasing, and maintaining an inventory of the same.

• INFORMATION TECHNOLOGY:

The Office Manager should have a general knowledge of computer/video conferencing phone systems and other operating/information systems (both software and hardware) as used in law firm environments and is responsible for coordinating and set up of various types of meetings such as teleconferences, video conferencing, assisting with computer troubleshooting, assisting with server issues, assisting with phone issues, setting up new equipment, moving of equipment, replacement of out of warranty equipment subject to the approval of the Director of Information Technology and Finance, keeping an accurate inventory of all backup equipment and assisting attorneys and staff with Help Desk requests.

• MARKETING:

The Office Manager is responsible for assisting the attorneys and the Marketing and Business Development team with marketing the Firm’s legal services, client development activities, and external community services. The Office Manager is also responsible for collaborating with the Marketing and Business Development team when the Firm sponsors activities, social functions, and continuing education programs in the applicable office. The Office Manager will assist with, or coordinate assistance for, local duties, including but not limited to working at the various events.

• OPERATIONS:

It is the responsibility of the Office Manager to provide integration and coordination of the administrative functions/operations among and between the various offices and departments of the Firm in the office for which they are responsible. The Office Manager coordinates, schedules, and attends various attorney and staff meetings as requested. The Office Manager shall be active and participate in various Firm committees as requested, supervise and maintain conference room schedules, oversee maintenance of attorney offices and general areas, approve office purchases subject to the approval of the Office Managing Attorney and Finance, coordinate backup coverage for the receptionist, coordinate and perform office moves, plan and organize all office parties and special events, and perform or coordinate all other operational functions as requested by the Office Managing Attorney and Human Resources.

• PROFESSIONAL DEVELOPMENT:

It is the responsibility of the Office Manager to remain updated on all of the Firm’s programs, practice group procedures, and training materials to assist with the orientation of new hires as well as monitoring the progress of training and development. It is also the Office Manager’s responsibility to recommend, assist and monitor progress of additional training for employees. The Office Manager must maintain an individualized professional development plan which includes short term and long term goals related to further development of the Office Manager’s leadership, human resources management, and law firm operations.

• RECORDS MANAGEMENT:

The Office Manager should be familiar with the organization and maintenance of law firm files and will be responsible for assisting with the internal maintenance of the Firm’s files. It is also the Office Manager’s responsibility to assist in the preparation of files to be closed. The Office Manager also assists with organizing and transferring files to clients and attorneys upon their joining or departing from the Firm. It is the responsibility of this position to ensure that there are accurate records/indexes of the above-referenced items.

• SERVICE CENTER:

The Office Manager works with the Firm’s Service Center leader and is accountable for overseeing the processing of incoming mail, assisting in the ordering and inventory maintenance of office/breakroom supplies, tracking and inputting client charges, and managing all office machine operations (copy machines, fax machines, postage and other mail equipment) including maintenance, updates, and supplies.

Competencies:

• Decision Making – Identifies issues and provides suggestions to day-to-day problems; prioritizes and effectively completes daily tasks
• Communication – Shares information by using data and information to support an argument or point of view; keeps team informed about progress and problems; avoids surprises and understands the appropriate level of confidentiality required
• Leadership – Gives positive and constructive feedback to peers; trains new employees; finds solutions to problems; works autonomously and is motivated to anticipate future business needs
• Continuous Learning – Identifies self-training needs and opportunities; positively accepts changes
• Teamwork – Actively participates in the team and can provide feedback and solutions; listens and responds constructively to others’ concerns
• Alignment to Values – Consistently demonstrates the Firm's values and offers constructive feedback to team members regarding the values; strives to learn more and participate in diversity and inclusion efforts; demonstrates respect by understanding and providing support

Job Requirements:

Required Education: High school diploma or equivalent

Preferred Education: Bachelor’s degree

Required Licenses and/or Certifications: N/A

Required Experience: 2-4 years prior experience in office administration and management

Preferred Experience: 3-5 years of experience in the management of non-exempt employees in the legal environment and/or a paralegal certificate

Supervisory Responsibility: Subject to the direction of the Office Managing Attorney and Practice Group Leader, as applicable, supervises all staff in their respective office(s)

Physical Activity: The employee will be required to sit for prolonged periods and work on a computer.

Travel Required: Must be available and willing to travel to such locations and with such frequency as the Firm determines is necessary or desirable to meet its business needs.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

EEO Statement: Armstrong Teasdale is an equal opportunity employer and will make all employment decisions without regard to race, color, religion, national origin, ancestry, age, sex, pregnancy, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status or other protected status, in accordance with federal, state and local laws. At Armstrong Teasdale, we define diversity and inclusion broadly and focus on helping professionals of all races, religions, national origins, gender identities, ethnicities, sexual orientations and physical abilities feel a sense of belonging. Diversity and inclusion are core values of the firm, and we recognize the richness they bring to our workplace.