Position Profile

Supervises the day-to-day operations of a specified 1 to 3 person site within a legal office environment. Reports directly to an Account Manager and works to provide employee developmental support. Assists in employee relations matters as it pertains to supervising and directing. Develops, implements, and reviews procedures for compliance and improvement. Prepares, creates, validates, and invoices client(s) as per the customer's billing needs. Must possess excellent interpersonal and customer service skills to communicate with senior-level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and others. The Site Supervisor is the point person for customer issues as well as providing direction for issue resolution. Works directly or indirectly assisting the site operations with any of the following office functions: copy, production, scanning, fax, mail, and shipping, hospitality assistance, conference room set up and scheduling, receptionist backup, facilities support, and inventory control. Maintains and controls an acceptable profit level within the site while looking for additional service offerings to enhance the customer's workflow.

Job Duties and Responsibilities

Legal Environment Job Responsibilities

Possesses the legal background to understand client matter workflow, such as: Charge back to firm and/or clients for work, supplies, hours, etc. Familiarity with legal technologies and software such as document management systems and cost recovery/charge back systems (examples: Copitrak/Equitrac). Familiarity with legal records management processes. Knowledge of processes and documents such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, and the proper delivery of items and documents within the court system. Assists with scheduling needed equipment, labor, and supplies for offsite trial(s).

Other Duties and Responsibilities

Responsible for the effective implementation and management of the RICOH Service Excellence methodology. Functions as a working supervisor, assisting in the daily tasks and operations as per the customer contract. Handles formal contact with the customer daily. Manages highly confidential documents that may be time-sensitive. Ensures quality work due to the sensitive nature of documents and projects in a legal environment. Understands law firm structure and hierarchy while interacting and providing professional support to firm associates. Ensures job accuracy on project work that may require an expedient turnaround and tight deadlines. Provides training on workflow and machine operations when necessary. Oversees payroll accuracy by managing and correcting all time clock punches. Achieves shift profitability (cost of goods) by effectively supervising labor, materials, and supplies. Maintains quality of work to comply with audits and deadlines. Meets quality and deadline standards by the effective use of job scheduling practices. Holds direct reports accountable for quality and efficiency of their work. Facilitates resolution of issues concerning pricing, orders-in, and invoicing. Ensures direct reports execute objectives using tools such as a developmental plan, ninety (90) day plan, and regular performance reviews. Posts reports showing productivity, quality, and deadline results. Maintains positive internal working relationships by communicating professionally. Completes site reports and other paperwork accurately and on time. Completes month-end management reports. Assists the account manager with review of the monthly financial reporting. Performs other duties as assigned. Qualifications (Education, Experience, and Certifications) High school diploma or GED and 2+ years of experience in a related field required. Minimum of 2 years' experience in the legal industry strongly preferred. Preferred experience with different types of law and departments (e.g., criminal, civil, corporate, real estate, bankruptcy, intellectual property, etc.). Proficiency with computer programs such as Word, Excel, PowerPoint, Adobe (pdf), and legal software preferred. Experience in delivering classroom and/or informal training sessions preferred. Experience in operating advanced machines and performing complex jobs preferred. Knowledge, Skills, and Abilities Good organizational skills. Ability to effectively set goals, lead, and train employees. Good technical skills and ability to use complex machinery. Ability to stay updated on current technology and trends by reading relevant journals, magazines, and newspapers. Working Conditions, Mental and Physical Demands Typically an office environment with adequate lighting, ventilation, and a normal range of temperature and noise levels. Work assignments are diversified. Interpret, comprehend, and apply complex material, data, and instructions. Prepare, provide, and convey diversified information. Some physical effort required. Work is mostly sedentary but involves walking, standing, bending, reaching, lifting, or carrying objects up to 50 lbs. (e.g., papers, books, files, small parts, etc.). Moderate dexterity required for regular application of basic skills (e.g., calculator, keyboard, hand tools, eye/hand coordination).

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.