Senior Office Manager
- Experience Level
Earthjustice is seeking a full-time Senior Office Manager (titled a Senior Legal Practice Administrator at Earthjustice) to oversee finance, operations, and administrative functions for its Community-Based Initiatives program and to provide facilities and operational support to its Los Angeles office. The Managing Attorney in the Los Angeles office will supervise the Senior Legal Practice Administrator.
Earthjustice is the nation’s premier nonprofit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change. We partner with thousands of groups, supporters, individuals and communities to engage the critical environmental issues of our time and bring about positive change. We are here because the earth needs a good lawyer.
Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections. We achieve this by hiring those who share a passion for justice and a healthy environment for all. Our headquarters are in San Francisco with thirteen offices across the U.S.
- Manage time entry program, including adding new staff and cases, uploading time for remote staff, reviewing entries for correctness, completeness, and compliance with organization policies
- Submit monthly time reports to headquarters, backing up database and compiling and formatting time reports
- Maintain contact lists for current and former staff, extensions list, and case codes list
- Manage hard copy and electronic files in accordance with Earthjustice document retention policies
- Provide back-up support for litigation assistants
- Maintain library subscriptions, and order additional publications as needed
- Manage general voicemail and email inboxes
- Plan and schedule program meetings
- Sort and distribute incoming mail
- Make travel arrangements
- Provide administrative support to staff in Los Angeles and in remote offices
Human Resources (15%)
- Compile new hire welcome materials and provide orientation to new staff, interns, and volunteers
- In coordination with human resources, assist with hiring, including managing jobs email inbox, posting job announcements, conducting initial application review, and scheduling interviews
- Oversee departing staff, interns, and volunteers to ensure necessary paperwork is in order; access cards and keys have been relinquished, access codes, email, and network access have been disabled, and computer files are removed or saved to the appropriate folder
- Review and approve staff timecards, as delegated by the Managing Attorney, identify any overtime calculation errors for finance and human resources
- Provide instruction and guidance to employees on human resources procedures and documentation requirements, maintain local human resources files and submit additional paperwork to headquarters
- Plan Los Angeles office meetings, gatherings, and celebrations
Information Technology (5%)
- Coordinate with IT staff to ensure smooth roll-out of new or updated equipment and software, and to decommission and recycle old equipment
- Provide local technical support for computers and peripherals, network equipment and connections, phone videoconference systems, projectors, and office equipment; coordinate with IT staff and outside vendors as needed to resolve issues
- Manage computer supply to ensure sufficient coverage for all staff, interns, volunteers, and visitors
- Submit and track requests for new computers and equipment, ensure existing equipment is in good working condition and replace as needed
- Set up computer and phone for new staff, interns, and volunteers, and coordinate with IT to configure new network accounts
Financial Management (40%)
- Maintain and execute financial responsibilities in accordance with Earthjustice policy and in coordination with the VP of Finance and finance staff
- Execute all accounts payable and client billing, including payment tracking and collections
- Manage client trust accounts
- Prepare and process employee expense reimbursements
- Manage, reconcile, and pay company credit cards
- Manage, reconcile, and replenish office petty cash
- Track and submit donated time and discounted services for Earthjustice and client audit requests
- Assist Managing Attorney and Vice President with budget development, tracking and reforecasting
- Prepare litigation budget spreadsheets and track related expenses
- Prepare and maintain facilities and office operations budgets and oversee spending consistent with approved budget
- Provide administrative support to Managing Attorney
- Act as liaison with property management, building services staff, and security regarding building services and issues for Los Angeles, CA office
- Maintain emergency plan and information
- Maintain office and kitchen supplies and equipment, and manage vendors
- Help implement and encourage sound environmental practices such as recycling, use of recycled and non-toxic materials, and use of energy-efficient appliances and equipment
- Order furniture and other staff equipment requests, ensuring sufficient workspace for incoming staff, interns, and volunteers; set up, assemble, and repair furniture as needed
- Review ergonomic requests and work with Headquarters to facilitate accommodations
- Oversee office equipment leasing, purchasing, and maintenance
- Manage building access cards and office security features
- Supervise conference rooms and video equipment schedules
- Provide administrative and operations support for guests and visiting staff, including ensuring access to the building and office, and provisioning of workspace, computer, and phone
- Review requests for office relocations, reconfigurations, and requests for additional services and supplies, obtain supervisor approval when necessary and oversee implementation
- Bachelor’s degree or equivalent years of experience.
- At least 5-7 years’ professional office management or equivalent experience; experience with a multi-site organizational structure preferred.
- Understanding of and comfort with accounting and budgeting systems.
- Proven track record of successfully meeting organizational goals and deadlines.
- Paralegal experience or training, and/or a non-profit background are a plus, but not necessary.
- A can-do attitude, meticulous attention to detail, and the ability to work both independently and with colleagues.
- Excellent analytical, critical thinking, problem solving, organizing, and project management skills.
- Unrelenting commitment to high ethical and professional standards.
- Excellent verbal and written communication skills.
- Common sense, good judgment, professionalism, and composure under pressure.
- Advanced computer skills and a high proficiency in Microsoft Office Suite.
- Ability to assist remote IT staff in troubleshooting local computer, network, videoconferencing, and phone problems.
- Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
- Contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences.
We offer a mission- and employee-focused work environment and a competitive compensation package that includes excellent benefits. Earthjustice is an equal opportunity employer and highly values diversity. People of color are strongly encouraged to apply.
- One or two page cover letter that addresses why you are drawn to Earthjustice’s mission and any experiences you have working with people or communities who have been disproportionately affected by environmental harms or from backgrounds that differ from your own, and how you might apply those experiences at Earthjustice.
If you cannot attach one or more of the requested documents because of a technical difficulty, please email email@example.com.
Please, no phone calls, hard copies, or drop-ins.
Earthjustice is driven by a passion for justice, partnership and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information or any other factor that is not related to the position.
For positions located within the City and County of San Francisco: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment-qualified applicants with arrest and conviction records.
For positions located within the City of Los Angeles: We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.