Office Manager (Legal Practice Administrator)
- Experience Level
Earthjustice is the 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 people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Tallahassee, Honolulu, Miami, New York, Philadelphia, Chicago, Denver, Seattle, Bozeman, and Washington, DC.
The Legal Practice Administrator (LPA) is responsible for the efficient functioning of the Rocky Mountain regional office in Denver, which includes twelve attorneys, three professional staff, and one policy advocate. The LPA manages the administrative aspects of the office, facilities management, (including facilities expansion, upgrades and redesign), budgeting, accounts payable, client billing, administrative litigation, and computer/technology issues with assistance from the IT Department. The LPA also acts as liaison between the office and other Earthjustice departments. This position offers an excellent opportunity to work in a collaborative team environment committed to protect irreplaceable natural and cultural resources, mitigate climate change, and build community partnerships and environmental justice.
Financial Administration (30%)
- Process expenses, including review, approval, and payment, and maintain records for all office financial transactions
- Handle client IOLTA accounts and records in coordination with HQ Finance
- Manage timekeeper database for professional services, produce and maintain time record reports for attorney review and fee/cost applications
- Manage client contracts, billing, case cost records and cost database
- Review monthly financial reports in communication with HQ Finance
- Pay invoices using NetSuite accounting system and create accounting reports as necessary
- Advise staff on budget procedures and implement finance policy
- Prepare annual office budget and assist managing attorney with litigation budget; track budget regularly; prepare mid-year forecasts
- Responsible for petty cash disbursements and reconciliation reports
Facilities Maintenance (<5%)
- Organize the acquisition and maintenance of office equipment
- Solicit and select vendors, maintain accounts and purchase supplies, equipment. and services
- Act as liaison with building manager
- Maintain and communicate sanitary, security, and emergency procedures
Personnel Administration (<5%)
- Coordinate with relevant HQ departments on recruiting and hiring processes, orientation and onboarding for new hires, and processing of departing staff
- Participate in recruiting efforts; schedule interviews; make travel arrangements
- Process staff timecards for submission to HQ Human Resources
- Serve as liaison between office and HQ on office management and HR-related discussions
- Handle attorney filings and records for mandatory CLE, bar membership, lobbying, and other legal practice administrative requirements
Office, Litigation, and Program Support (60%)
- Maintain operation of all basic office equipment (computers, printers, postage meter, fax machines, copier, scanner, etc.), troubleshoot issues, and coordinate service and repairs
- Coordinate with HQ Information Technology department to provide technical assistance to staff in the use of law office software (Word, Excel, PowerPoint, Outlook, iTimeKeep, ProLaw, etc.)
- Maintain and update case database (currently ProLaw) records for Rocky Mountain office
- Support and training of staff through New Matter Form processing in ProLaw
- Organize staff meetings on administrative matters; maintain reference library, office e-mail account, contact lists, instructions and forms, and administrative entries in office calendar
- Provide overflow support for litigation as needed, including formatting and document preparation, basic proofreading, court or agency filings, and related litigation duties
- Assist attorneys with administrative matters related to opening new cases, including conflict checks, case database entry and updates, client representation engagement contracts, and litigation hold letters
- Assist with administrative aspects of office trainings, retreats, and other teambuilding functions
- Handle office and phone reception and mail processing (shared responsibilities with Litigation Assistant)
- Assist with intake of and responses to inquiries requesting attorney representation, consistent with office protocols
- Maintain paper file archives, storage
- Bachelor’s Degree, paralegal studies certificate, and/or relevant experience
- Ability to prioritize, multitask, and to work well under deadline pressure, with highest attention to detail
- Self-motivated and able to work independently without supervision
- Good problem solver
- Excellent organizational skills
- Excellent interpersonal skills
- Excellent verbal and written communication skills
- Basic knowledge of office equipment
- Familiarity with accounting, computer, legal office, civil litigation, and human resources procedures
- Proven skills in word processing and other office applications, e.g., Word, Outlook, Excel, and Windows OS
- Interest in and knowledge of environmental issues and/or social justice issues desired, but not necessary
- 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 competitive salary and excellent benefits that are comprehensive and competitive. We also offer an extremely congenial work environment and a casual dress code.
Salary is based on location and experience.
Salary range in Denver, CO is: $62,800 - $69,800
Interested candidates should submit the following via Jobvite:
- Cover letter.
Applications will be reviewed on a rolling basis until the position is filled.
Please reach out to email@example.com if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies.
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.