Archbright is proud to be partnering with our member, the Law Offices of O. Yale Lewis III to find their Legal Office Manager.
The Law Offices of O. Yale Lewis III is a premier Family and Indian Law firm in Seattle, supporting clients with legal services since 2007. They appear regularly on the family law motions calendar in King County, with less frequency in Snohomish and other Washington state counties. They also appear in federal and tribal courts. To find out more about what they do, please visit https://www.yalelewislaw.com/
The Law Offices of O. Yale Lewis III is seeking a Legal Office Manager to proactively manage their small law firm in Seattle. This role will assist with reception, calendaring, legal support, client and office management, marketing, payroll, and billing and trust account administration. The office manager will gain experience understanding family and tribal law in many different courts and will have the opportunity to make a significant impact on the lives of clients.
Responsibilities of the role include, but are not limited to the following:
- Reception:
- Answer phone and screen out unwanted callers.
- Take lead calls (filter for prospective clients and set up consults).
- Take visitor’s coats, offer tea or water.
- Obtain / process mail, email, messenger service, and deliveries.
- Present cheerful, competent, and professional demeanor /
appearance / attitude to clients, visitors, and public at large.
- Be familiar with client’s names and issues so they feel recognized and appreciated.
- Calendar / Schedule:
- Remain aware of all deadlines / case schedules, payments for clients, CLEs, presentations, vendors, etc.
- Enter all deadlines into Microsoft Outlook.
- Help prioritize and manage accordingly.
- Legal:
- Calendar consultations, office visits, CLEs, etc. Ensure sufficient time between appointments.
- New Client:
- Set up matter in Smokeball.
- Perform conflicts check.
- Gather intake materials.
- Assist case manager in managing / scheduling expert witnesses.
- Become familiar with court rules in all courts in which we work.
- Client Management:
- Review/edit client billing entries for attorney and paralegals.
- Ensure client receives and pays invoices.
- Track Evergreen Trust amounts per client.
- Ensure client replenishes Evergreen Trust, as needed.
- Ensure client timely pays third-party vendors.
- Office Management:
- Purchase and stock all office, kitchen, and cleaning supplies.
- Ensure that all phone and computer systems are optimized and well-functioning (and contact service providers, as needed).
- Ensure that all other equipment / furniture is clean and in good
working order.
- Pay bills, including taxes, timely.
- Develop / purchase new systems to improve office productivity and
morale, as discussed with employer.
- Send mileage to bookkeeper for a business-related travel.
- Make travel arrangements for conferences, etc.
- Facilitate completion of quarterly tax forms from accountant.
- Facilitate completion of annual tax return (for S-Corp).
- Complete monthly spreadsheet of expenses for accountant.
- HR management of paperwork and hours.
- Maintain records/receipts for tax purposes.
- Apply for / renew licenses and memberships.
- Track continued learning credits (CLE) required for attorney.
- Review CLE courses and sign attorney up for trainings.
- Maintain record of CLEs for bar association.
- Monitor cleaning crew performance and make monthly payments.
- Monitor bank accounts to track funds / budget.
- Work with accountant to make sure all transactions are accounted for.
- Plan annual holiday dinner and entertainment.
- Research new software / equipment and make upgrades.
- Marketing:
- Review and monitor marketing contracts, adjust as needed.
- Review, update, and edit website, as needed (for SEO).
- Review and update listings for Google, Bing, and Apple.
- Update closed hours for holidays on listings.
- Review / edit blog posts on Google listing.
- Make social media posts and advertisements.
- Schedule annual company photo shoot and update all platforms with new photos.
- Payroll:
- Ensure staff is timely paid, twice a month.
- Review timesheet entries and make corrections, as needed.
- Review and monitor sick time, holiday, and vacation hours.
- Billing and Trust Account:
- Ensure that clients are timely billed, and that trust account (Evergreen Trust) is current and accurate.
- Review billable entries and make corrections, as needed.
- Review and monitor drafted invoices, statements, and trust account reports provided by bookkeeper.
The ideal candidate will have:
- A bachelor’s degree (or equivalent combination of education and/or experience).
- At least 2 years’ experience in office management/law firm (4 or more preferable).
- Strong working knowledge of Microsoft Office suite, QuickBooks Online, Adobe Acrobat Pro, assorted web browsers, and the ability to learn Smokeball and Kenect software.
- Strong verbal and written English language skills.
- Strong analytical and organizational skills.
- Strong time-management, problem-solving, and scheduling skills.
- Basic proficiency in maintaining server and cloud-based intranet.
This is a full-time, hourly position with a salary range of $32-38 per hour, DOE. The Law Offices of O. Yale Lewis III offers a benefits package that includes 13 paid holidays, PTO starting at 2 weeks per year, a 9% 401(k) match, annual bonuses, and profit sharing, when available. This role does not include health insurance benefits.
The schedule for this role is Monday-Friday, 9:00am-5:00pm, with occasional overtime as needed. The office manager is expected to work on-site in Seattle (Lake City area) full-time while onboarding, with the possibility of hybrid work after onboarding completion.
Apply for this exciting opportunity online. We look forward to hearing from you!
Questions? Email: hrcrecruiting@archbright.com
Benefits
401k
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