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Legal Practice Manager (Office Manager), Northwest Regional Office

Employer
Earthjustice
Location
Seattle, Washington State
Salary
Salary is based on location and experience. Salary range in Seattle, WA is: $91,500 - $101,700
Closing date
Sep 24, 2021

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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.

Earthjustice’s Northwest Office advocates for a swift and equitable transition from fossil fuels to clean energy, fights to protect communities from health threats and environmental injustice, and defends the Pacific Northwest’s imperiled species and ancient old-growth forests. The Northwest Office focuses on defending the environment and people of Washington, Oregon, and Idaho but also takes on cases with national scope or that address programmatic priorities outside of the region.

Come join us in Seattle! We are looking for our next Legal Practice Manager, with hopes to fill the position by September 30, 2021 to allow overlap with our longtime colleague who will be retiring. The person in this position will be responsible for the efficient functioning of the Northwest Regional Office, which includes 13 attorneys and 4 professional support staff. The Legal Practice Manager position provides the Northwest Regional Office with day-to-day facilities management, accounts payable, computer/technological, human resources, and events support. The position acts as a communications liaison between the regional office and San Francisco headquarters on administrative, budget, human resources, and other key operational issues. Although not required, we’d prefer a candidate with current litigation or law firm experience, to provide backup litigation support, as needed. The position also supplies facilities assistance as needed to individual staff in other programs who are co-located in Seattle.

Due to Covid-19, Earthjustice staff are currently working remotely from approved locations through January 18, 2022.

RESPONSIBILITIES:

Operations Management (40%)

  • Responsible for facilities including annual property lease, office equipment leasing, purchasing, vendors, maintenance, and safety.
  • Acts as liaison between Earthjustice and property owner for building services, repairs, security, and other issues.
  • Organize staff meetings on administrative matters; maintain reference library, office e-mail account, contact lists, instructions and forms, and administrative entries in office calendar.
  • 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, as needed.
  • Ensures overall appearance of regional office, housekeeping and organization, document retention, and recycling program.
  • Provides administrative support to visitors, clients, volunteers, clerks, and interns.
  • Coordinates with other Office Managers to assist in the development of best business practices.
  • Provides orientation and office procedures and policies training to new employees, volunteers, and clerks.
  • Keeps running list of inventory in the supply room and facilitates new supply orders.
  • Greets guests and meeting attendees, alerts staff of visitors and helps visiting Earthjustice employees find work space within the office suite.
  • Assist with administrative aspects of office trainings, retreats, and other teambuilding functions.
  • Works with staff to get proper furniture and ergonomic equipment ordered, delivered, and set up.

Office Technology and Machines

  • 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).
  • Manages equipment including video conferencing, web-connect online meetings, telephone/voicemail system, copier, scanner, and printers; places service calls.

Safety

  • Works with staff to set-up and implement COVID-19 in-office safety measures.
  • Implements safety, security, and emergency evacuation systems.

Financial Responsibilities (40%)

  • Process expenses, including review, approval, and payment; maintain petty cash account; 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.
  • Work with Managing Attorney to produce yearly Northwest Office budgets and mid-year adjustments; review monthly financial reports in communication with HQ Finance.
  • Liaison between Finance Department and Northwest Office.

Management (10%)

  • Supervise Receptionist/Administrative Assistant, temp hires as needed.
  • Process staff timecards for submission to HQ Human Resources.
  • Handle attorney filings and records for mandatory CLE, bar membership, lobbying, and other legal practice administrative requirements.
  • Contributes to recruiting, hiring, developing, and retaining a diverse and inclusive workforce.
  • Develops staff by identifying and encouraging training and professional development opportunities appropriate to role and creating development plans for all staff.

Miscellaneous (10%)

  • Contributes to a culture of collaboration and partnership by encouraging staff and team members to view and conduct themselves as members of a truly integrated organization, working cross departmentally toward common goals.
  • Acts as visible champion for integrating diversity, inclusion, and justice throughout the organization’s operations, culture, and programs, participates in management and diversity training, and models inclusive behaviors.
  • Organizes various culture and morale building events for the Seattle office.

QUALIFICATIONS:

  • Bachelor’s Degree, and/or relevant experience in office management, budgeting, and teambuilding.
  • Three years, preferably more, of professional office management or equivalent experience; understanding of and experience with a multi-site organizational structure highly preferred.
  • Litigation/law firm experience ideal.
  • Supervisory experience a plus.
  • Notary Public Commission and CPR and First Aid certification a plus.
  • Highly proficient with Microsoft Offices suite of programs; familiar with using office equipment (copiers, fax machines, postage meter).
  • Strong understanding of budget management and financial systems.
  • Proven track record of successfully meeting organizational goals and deadlines; solid budget management experience.
  • Self-starter with the ability to work collaboratively in teams managing multiple projects with complex deliverables in a fast-paced environment.
  • Excellent interpersonal and communication skills with the ability to translate complex data into relevant and understandable information; ability to train or instruct others in business processes and/or tools to support those processes.
  • Capable problem solver with the ability to analyze factors in a situation and to develop creative and effective solutions.
  • 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.
  • Ability to juggle competing demands while maintaining a cool head and sense of humor. It is the nature of this job that many duties are often done simultaneously; multi-tasking, flexibility, and follow-through are essential qualities.

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 Seattle, WA is:
 $91,500 - $101,700

To Apply

Interested candidates should submit the following via Jobvite: 

  • Resume
  • One or two page cover letter.

Applications will be reviewed on a rolling basis until the position is filled.

Please reach out to jobs@earthjustice.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies. Earthjustice only accepts resumes submitted for positions that are currently open. Unsolicited resumes, or resumes for posted positions that are not submitted via the on-line application process (where available), will not be reviewed or retained.

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.

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