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Supervisor, Secretarial Services

WilmerHale


Location:
Washington, District of Columbia 20006
Date:
06/06/2017
2017-06-062017-07-06
Job Type:
Employee
Job Status:
Full Time
Shift:
1st Shift
Categories:
  • Engineering
  • HR Generalist
  • Communications
  • Employee Relations
  • Legal
  • Training/Development
WilmerHale
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Job Details

JOB SUMMARY

The Secretarial Supervisor is responsible for supervising daily workflow and ensuring exceptional secretarial support is provided to lawyers, other timekeepers and administrative firm departments. The Supervisor ensures that legal secretarial work and firm administrative work is completed timely, accurately and in a cost-effective manner. Meets regularly with attorneys, other time keepers and other firm administrative leaders to collect feedback on individual secretary performance. Assists with proactively supporting client service by actively participating in the firm's Service Excellence initiative. Ensures that secretarial staff members are providing quality service to internal members/departments of the firm as well as external clients and vendors by displaying professionalism via electronic and print correspondence, over the telephone and in-person and by encouraging an atmosphere that rewards a "can do" attitude.

PRINCIPAL DUTIES AND RESPONSIBILITIES*

  • Supervises and monitors secretarial work flow to ensure timely completion of all client work; delegates and reassigns work as necessary to balance workloads and minimize overtime and related client/firm expenses.
  • Communicates continually with attorneys/paralegals and secretaries to ensure that required support is available and satisfactory.
  • Works closely with lawyers and other timekeepers to collect feedback on individual secretary performance to compile and deliver performance feedback; writes and delivers annual performance evaluations to assigned secretarial staff based on solicited feedback and first-hand observations; communicates performance and salary adjustment information; establishes prospective performance objectives for individual secretaries (or teams of secretaries) based on performance reviews.
  • Meets with secretaries to provide regular feedback concerning performance and/or areas of performance requiring additional training or improvement.
  • Escalates and works with Secretarial Manager to resolve broad workload balancing concerns, employee relations and job performance related matters.
  • Thinks strategically, and independently proposes solutions about efficient ways to provide support or address workload challenges to meet lawyer needs while working with available resources.
  • Approves PTO and timesheets for secretaries; resolves issues related to time off and ensures the accurate recording of hours worked.
  • Assists in maintaining and updating departmental documents and spreadsheets that track assignments, and other department data. Oversees the online workflow management tool to monitor workflow and ensure completion of tasks.
  • Assists Secretarial Managers in the development and delivery of training programs for new and existing secretarial staff; participates in the development/delivery of orientation for new attorneys/paralegals to communicate information which fosters effective support and working relationships.
  • Partners with and coaches secretaries one-on-one to encourage the use of new firm tools and software to best support their assigned lawyers.
  • Analyzes and assesses ongoing secretarial requirements and recommends staffing changes to meet the firm’s client and administrative needs.
  • Participates in interviews for secretarial candidates.
  • Keeps abreast of firm’s technology and works with the firm’s Information Services department as an advocate for computer applications and training; participates in the testing of new applications.
  • Assumes additional responsibilities as necessary.

Requirements

  • Excellent organization, communication and interpersonal skills.
  • Excellent computer skills.
  • Knowledge of word processing and other computer applications; demonstrated ability to act as a technical resource to maximize use of technology in the effective delivery of secretarial services.
  • High degree of sensitivity with ability to maintain confidentiality.

EDUCATION

  • BA/BS Preferred

EXPERIENCE:

  • 2 years’ supervisory experience in professional services organization preferred.
  • Prior Human Resources experience preferred.

Equal Opportunity Employer/Women/Minorities/Veteran/Disability

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