Director of Secretarial and Document Services

New York, NY 

Summary

Under minimal supervision and according to established policies and procedures, manages the Secretarial, Reception and Document Services departments in a 24/7 environment. Fosters a positive environment for continuous improvement of departmental services. Observes confidentiality of Firm matters.

Essential Duties and Responsibilities

• Responsible for managing the overall secretarial, reception and word processing functions and oversees secretarial/reception and word processing managers.
• Maintains frequent contact with managers to ensure optimal support to attorneys is provided.
• Analyzes data and makes appropriate budget recommendations for the department that are in line with the Firm’s policies and procedures.
• Develops, implements and maintains the department’s procedures and best practices guidelines.
• Proactively assesses business requirements to develop solutions and improvements across Secretarial, Reception and Document Services departments.
• Coordinates the performance and salary review processes and makes compensation recommendations when needed.
• Collaborates with managers to conduct effective staff evaluations and provide professional support to managerial staff.
• Possesses a solid understanding of all aspects of the services provided in the Secretarial, Reception and Document Services departments, ensuring staff have the ability to complete all tasks effectively.
• Maintains active working relationship with oversight Partners to evaluate current departmental procedures and implement change as appropriate.
• Provides 24/7 coverage and support and maintains a hands-on approach.
• Builds institutional knowledge of firm culture, standards, attorneys, support staff and clients.
• Oversees the development of team members and provides necessary training.
• Works in partnership with the Human Resources staff on recruiting exemplary staff and effectively managing employee relations issues.
• Promotes a culture that motivates and boosts team morale. 

Knowledge, Skills and Abilities

• Ability to interface and maintain professional relationships with attorneys and support staff.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to manage multiple priorities and deadlines.
• Excellent leadership and organizational skills.
• Attention to detail and ability to work independently.
• Excellent interpersonal skills.
• Strong presentation skills combined with confidence and poise.
• The ability to understand, formulate, and work within a budget.
• Proficiency in Microsoft Office Suite. 

Education and Experience

• Bachelor’s degree required.
• Managing Document Services, Secretarial and Reception departments in a law firm environment preferred.
• Minimum 8 years of relevant staff management experience.

 *The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.