Description
Are you a Litigation Paralegal in California passionate about driving strategic initiatives and fostering professional growth? We are thrilled to announce an opening for a pivotal role within our Paralegal Department for a Paralegal Department Administrator located in either LA or SF. This position is at the heart of our team, responsible for management of professional development and workload coordination. If you're ready to make a significant impact and lead with innovation, we want to hear from you!
At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.
JOB TITLE: Paralegal Department Administrator
DEPARTMENT: Paralegals
REPORTS TO: Chief Practice Support Officer
FLSA CLASSIFICATION: Exempt
LOCATION:
This position is available in the following office location(s) – Los Angeles, San Francisco, CA
JOB SUMMARY
THIS POSITION IS RESPONSIBLE FOR THE STRATEGIC OVERSIGHT AND MANAGEMENT OF PROFESSIONAL DEVELOPMENT, WORKLOAD COORDINATION, AND SUPPORT OF PERFORMANCE EVALUATION PROCESSES WITHIN THE PARALEGAL DEPARTMENT. THE ROLE REQUIRES A PROACTIVE APPROACH TO ENHANCING DEPARTMENTAL EFFICIENCY AND ENSURING COMPLIANCE WITH LEGAL STANDARDS. THE SUCCESSFUL CANDIDATE WILL DEMONSTRATE LEADERSHIP, STRATEGIC THINKING, AND A COMMITMENT TO CONTINUOUS IMPROVEMENT.
Essential Duties and Responsibilities
Professional Development
Comprehensive Program Oversight: Lead the strategic planning and execution of the professional development and training program for all Paralegal department members. This includes conducting needs assessments, setting training objectives, and ensuring alignment with organizational goals and legal standards. Regularly evaluate program effectiveness and make data-driven adjustments to enhance learning outcomes.
Training Program Development: Design and implement weekly training sessions for Paralegals, focusing on both foundational skills and emerging legal trends. Develop comprehensive training materials, including manuals, presentations, and online resources. Track attendance and certifications meticulously to ensure compliance and skill enhancement and provide regular feedback to participants.
Litigation Training Management: Oversee and deliver specialized training in Cite-Checking, Bluebook, Table of Contents, and Table of Authorities. Develop detailed instructional materials and assessment tools. Evaluate participant performance through assessments, provide constructive feedback, and offer additional support to ensure mastery of complex litigation tasks.
Skill Development Pathways: Curate and manage LinkedIn Learning paths tailored to individual career goals and departmental needs. Collaborate with department members to identify skill gaps and create personalized learning plans. Monitor progress and adjust learning paths to ensure continuous professional growth and development.
Workload Management
Biweekly Reporting: Compile and present detailed biweekly reports for managerial review, encompassing firm administrative time, pro bono hours, client hours, overtime, other creditable time, and leave balances. Analyze data to identify trends and provide actionable insights to inform strategic decision-making and resource allocation.
Productivity Bonus Program Administration: Manage the Paralegal Productivity Bonus Program, ensuring accurate tracking and rewarding of productivity metrics. Develop clear guidelines and criteria for bonus eligibility and communicate these to department members. Regularly review program effectiveness and make recommendations for improvements.
Daily Time Entry Oversight: Monitor daily time entries to ensure timely and accurate recording by all department members. Implement automated tracking systems to identify late entries and prepare alerts for managerial follow-up. Provide training and support to ensure compliance with time entry policies.
Overtime Management: Monitor and manage overtime expenses by analyzing patterns and implementing strategies to optimize workload distribution. Collaborate with department members to ensure overtime is necessary and justified and provide regular reports to management on overtime usage and cost-saving opportunities.
Assignment Sourcing and Coordination: Facilitate the identification and allocation of billable work for Paralegal Department members. Develop and maintain a centralized system for tracking available assignments and matching them with department members based on skills and availability. Ensure optimal workload distribution and resource utilization.
Monthly Reporting: Prepare comprehensive monthly reports on hours targets for Paralegal Department members and firm leadership. Analyze data to identify performance trends and provide insights into productivity. Collaborate with leadership to develop strategies for achieving departmental goals.
Performance Evaluations
Evaluation Process Support: Assist with data management supporting the annual paralegal performance evaluation process. Provide logistical support and ensure that all necessary information is accurately compiled and submitted for review.
Feedback Collection: Facilitate the collection of feedback from the firm's attorneys for each member of the Paralegal Department. Distribute standardized feedback forms, ensure timely submission, and compile responses to provide comprehensive insights for the evaluation process.
Other Duties
Vendor List Management: Oversee the maintenance and updating of the Paralegal Department's Approved Vendor list. Conduct regular reviews to ensure compliance with quality standards and negotiate favorable terms with vendors. Develop and implement vendor evaluation criteria to ensure alignment with departmental needs.
Regulation Monitoring and Communication: Stay informed on Paralegal regulations, including court and administrative rules, and notary regulations. Develop and maintain a centralized repository of regulatory updates and communicate necessary changes to department members. Provide training and support to ensure compliance.
Timesheet Review and Management: Oversee the review and finalization of all timesheets, ensuring consistency and alignment across firm systems for both billable and non-billable hours. Develop and implement standardized timesheet review processes and provide training to department members on best practices. Communicate with department members regarding needed corrections and finalize timesheets for managerial sign-off.
Process Improvement Initiatives: Lead efforts to evaluate and enhance routine processes and procedures. Conduct regular process audits and collaborate with department members to identify areas for improvement. Develop and implement process improvement plans to increase efficiency and effectiveness.
Department Manual Maintenance: Maintain and update the Paralegal Department Manual, ensuring it reflects current practices and procedures. Collaborate with department members to gather input and feedback, and regularly review and revise the manual to ensure it meets the needs of the department.
Requirements
Minimum Qualifications
Knowledge/Skills/Abilities
Extensive Litigation Paralegal Experience, including Cite Checking, Bluebook, and Trial Site Coordination. Demonstrated ability to manage complex litigation tasks and provide training and support to others.
Exceptional organizational and interpersonal skills, with strong written and verbal communication abilities to interact professionally with a diverse group of colleagues, leaders, stakeholders, and subject matter experts. Ability to build and maintain strong working relationships.
Strong analytical skills and attention to detail. Ability to analyze complex data and provide actionable insights.
Ability to thrive in a fast-paced environment, prioritizing multiple requests and competing deadlines while effectively managing ongoing responsibilities. Demonstrated ability to manage time effectively and meet deadlines.
Proficiency in Microsoft Office applications (Word, Outlook, Excel, PowerPoint). Ability to develop and deliver presentations and training materials.
In-depth knowledge of State and Federal court rules. Ability to interpret and apply legal standards and regulations.
High-level understanding of processes and procedures in each of AFS’s Practice Areas. Ability to provide guidance and support to department members.
Ability to synthesize complex and diverse information. Ability to develop and implement strategic plans and initiatives.
Clear and informative writing skills, with the ability to edit work for spelling and grammar and adapt writing style to meet various needs. Ability to develop and deliver clear and concise reports and presentations.
Education
Bachelor’s degree required. Advanced degree or certification in a related field preferred.
Experience
Minimum of five years of litigation paralegal experience, relevant legal support, or equivalent experience in a law firm or legal services environment required. Demonstrated ability to manage complex litigation tasks and provide training and support to others.
Experience in Cite-Checking and Bluebook. Demonstrated ability to provide training and support to others.
Two years in a supervisory or coordination capacity preferred. Demonstrated ability to lead and manage teams.
Experience in a large law firm is preferred. Demonstrated ability to manage complex projects and initiatives.
ABOUT ARENTFOX SCHIFF:
ArentFox Schiff LLP is internationally recognized in core industries where business and the law intersect. With more than 600 lawyers and policy professionals, the firm serves as a destination for an international roster of corporations, governments, private individuals, and trade associations.
The annualized good faith base salary range for this position in the following location(s):
Los Angeles and San Francisco, CA : is a minimum of $100,000to a maximum of $140,000per year.
The actual salary rate offered to candidates within that range will depend on a variety of factors, including without limitation, years of relevant experience, education, applicable certifications, and other relevant professional licenses held, and the candidate’s overall qualifications for the position as assessed by the Firm.
ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.
* A job description is a general description of the function and major duties of a job. It may not specify all duties, tasks, and assignments associated with a job. It is not intended to limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review.
WORKING CONDITIONS
The following table indicates the degree of working conditions expected for the job. Reasonable accommodations may be made to enable individuals with disabilities to meet these requirements.
N/A = 0-10%, Occasionally = 11-33%, Frequently = 34 - 66%, Constantly = 67 - 100%
Requirement
Frequency
Travel
Occasionally
Sitting
Constantly
Standing
Occasionally
Walking
Frequently
Reading
Constantly
Typing
Frequently
Concentration
Frequently
Oral and Written Communication
Frequently
Horizontal Reaching
N/A
Vertical Reaching
Occasionally
Twisting
Occasionally
Repetitive Arm/Hand/Finger Movements
Frequently
Weight
Occasionally, up to 15 lbs.
