Office Manager

Blessinger Legal PLLC, a bustling boutique immigration law firm in Falls Church, VA is currently seeking an Office Manager/Chief of Staff with bookkeeping skills. Responsibilities will include oversight of office assistants and receptionists, managing partner’s schedule, enforcement of office policies (including time entry) and general office management. Ideal candidate will have at least five years of legal administrative experience with previous management responsibilities and will be fluent in English and Spanish.

Must be knowledgeable of Microsoft Office and INS Zoom, and have some experience in accounting or bookkeeping.

Candidate Attributes:

• Excellent resource management abilities (authoritative, diplomatic, respectful, personable, articulate, and professional at all times)
• Effective office management abilities (time entry, office operations, supplies,
• Advanced knowledge of office budgets, scheduling, expense reports, and invoicing
• Working knowledge of MS Office Suite (Excel, Word, Outlook)
• Working knowledge of accounting or bookkeeping, contracts, office work flows, and human resources practices
• Ability to draft formal business correspondence
• Strong initiative required; ability to work independently with minimal direct supervision.
• Strong organizational skills with great attention to detail
• Flexibility in dealing with simultaneous projects
• Ability to convey information and ideas through speech in ways that others will understand

Basic

Job Requirements:

• High School Diploma or equivalent
• Some previous accounting or bookkeeping
• Willingness and ability to learn new skills
• Operation of Telephones, Copier, Fax, Scanner, Printers
• Must be self-motivated, work independently and as part of a team

Preferred:

• College Degree with at least 5 years of prior management experience
• Previous experience as a paralegal
• Fluency in Spanish and English
• Familiarity with INS Zoom
• Minimum of three years legal administrative experience with previous resource and office management responsibilities

Primary Responsibilities:

• Provide administrative assistance to legal staff in a law office.
• Plan, support, and implement logistics for internal office events.
• Coordinate with customers, external counsel and other vendors to obtain and exchange information and documentation related to legal matters.
• Assess the urgency of situations and determine appropriate actions, monitor status of pending items, provide follow up and keep management informed by communicating a wide variety of information.
• Coordinate the preparation of legal correspondence and presentations.
• Complete semi-monthly payroll, coordinate human resources benefits with Paychex, the Firm’s outside vendor, and maintain a database of employees’ accrued and used leave.
• Train attorneys and support staff in the use of all office systems, including case management system, filing protocols, and docket/diary procedures.
• Maintain training material for new employees.
• Utilize case management system for electronic data management of legal files and creation of management reports.
• Ensure that all necessary information is shared between clients and attorneys on various files.
• Oversee and coordinate acquisition and maintenance of legal research and reference materials for office, including hard copy and electronic materials.
• Maintain a docket of the firm’s deadlines.

Management.

• Organize/Maintain orderly detailed filing system.
• Ability to prioritize and manage multiple projects simultaneously and follow through in a timely manner