Site Leader, Legal Position Profile

Supervises the day-to-day operations of a 1- to 3-person site within a legal office environment. Reports directly to an Account Manager and provides employee development support. Assists with employee relations matters related to supervision and direction. Develops, implements, and reviews procedures to ensure compliance and continuous improvement.

Prepares, creates, validates, and invoices client billing according to customer requirements. Must possess excellent interpersonal and customer service skills to communicate effectively with senior attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and others. Serves as the primary point of contact for customer issues and is responsible for directing issue resolution.

Provides direct or indirect support for site operations, including:

• Copying, production, and scanning
• Fax, mail, and shipping services
• Hospitality support
• Conference room scheduling and setup
• Receptionist backup
• Facilities support
• Inventory control

Maintains and controls acceptable site profitability while identifying additional service offerings that enhance customer workflow.

Job Duties and Responsibilities Legal Environment Responsibilities

Possesses the legal background necessary to understand client matter workflow, including:

• Charging back work, supplies, hours, and services to the firm and/or clients.
• Familiarity with legal technologies and software, including document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
• Knowledge of legal records management processes.
• Familiarity with legal documents and processes, including:
  • Closing binders
  • Depositions
  • Transcripts
  • Briefs
  • Addendums
  • Filings
  • Discovery
  • Judgments
  • Court systems and document delivery procedures
• Assisting with scheduling equipment, labor, and supplies for off-site trials.

Other Duties and Responsibilities

• Responsible for the effective implementation and management of the Ricoh Service Excellence methodology.
• Functions as a working supervisor, assisting with daily tasks and operations according to customer contracts.
• Maintains daily formal contact with customers.
• Handles highly confidential and time-sensitive documents.
• Produces high-quality work appropriate for a legal environment.
• Understands law firm structures and hierarchy and provides professional support to:
  • Legal secretaries
  • Project managers
  • Paralegals
  • Associates
  • Partners
• Ensures accuracy and timely completion of projects with expedited turnaround requirements.
• Provides workflow and equipment operation training as needed.
• Ensures payroll accuracy by reviewing and correcting time clock punches.
• Achieves shift profitability by effectively managing labor, materials, and supplies.
• Maintains operational quality to meet audit and deadline requirements.
• Meets quality and service-level expectations through effective job scheduling.
• Holds direct reports accountable for quality and efficiency standards.
• Resolves issues related to pricing, order intake, and invoicing.
• Ensures direct reports achieve performance objectives through:
  • Development plans
  • 90-day plans
  • Regular performance reviews
• Posts reports showing productivity, quality, and deadline metrics.
• Maintains positive working relationships through professional communication.
• Completes site reports and administrative paperwork accurately and on time.
• Completes month-end management reporting.
• Assists the Account Manager with monthly financial report reviews.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required.
• Minimum of 2 years of experience in a related field.
• Minimum of 2 years of legal industry experience strongly preferred.
• Experience with various legal practice areas preferred, including:
  • Criminal law
  • Civil law
  • Corporate law
  • Real estate law
  • Bankruptcy law
  • Intellectual property law
• Proficiency with:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Adobe Acrobat (PDF)
  • Legal industry software
• Experience delivering classroom and/or informal training sessions preferred.
• Experience operating advanced production equipment and performing complex jobs preferred.

Knowledge, Skills, and Abilities

• Strong organizational skills.
• Ability to set goals, lead teams, and train employees effectively.
• Strong technical aptitude and ability to operate complex machinery.
• Ability to stay current with industry technology and marketplace trends through ongoing professional development and industry publications.

Working Conditions, Mental, and Physical Demands

• Works in a standard office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Handles diversified work assignments requiring interpretation, comprehension, and application of complex information, data, and instructions.
• Prepares, provides, and communicates a wide variety of information.
• Position is primarily sedentary but requires:
  • Walking
  • Standing
  • Bending
  • Reaching
  • Lifting and carrying materials up to 50 pounds (e.g., files, books, paper, and small equipment)
• Requires moderate dexterity and regular use of:
  • Keyboard
  • Calculator
  • Hand tools
  • Eye-hand coordination

Disclaimer: The statements above describe the general nature and level of work performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, skills, efforts, or working conditions associated with the role.