Manager, Legal Services Fund Administration

Role Overview

• Manage hiring, onboarding, and professional development for the Legal Fund, including recruitment and training of staff in collaboration with the supervisory team and Benefit Funds' HR department
• Supervise personnel, including Intake Specialists, Assistant Manager and Administrative staff in performing the duties necessary to support the goals of the Legal Fund
• Provide coaching and constructive feedback to staff members to promote staff development
• Strengthen and/or develop operations and systems including case management, calendaring, timekeeping, expense tracking, vendor management, personnel files, and maintain/develop policies and procedures documents
• Work with Human Resources on recruitment and employee relations for the Legal Fund, including counseling personnel who are not complying with Fund procedures and standards and taking disciplinary action if necessary
• In conjunction with the Fund's Director and the Human Resources team, participate in collective bargaining negotiations
• Organize and facilitate staff meetings and multiple touch points for communication among the organization's stakeholders
• Maintain personnel records for all employees
• Maintain records of CLE compliance for Attorneys
• Maintain and update Legal Fund policies
• Administer the Fund's timekeeping records and maintain accurate documentation
• Serve as back-up for regular processing of financial processes including Positive Pay, Escrow, NACHA and ACH systems in addition to responding to requests made by auditors
• Drive Fund culture initiatives to foster collaboration and staff engagement
• Conduct periodic evaluations of the technology equipment used by the Fund, including hardware and software to determine whether upgrades or elimination are required
• Manage records retention, including information storage and retrieval
• Maintain directories and storage of document templates across departments, and proactively make updates as needed
• Coordinate and implement procedures concerning members' eligibility
• Manage the telephone system, including assessments to ensure the Fund has a cost effective and up-to-date system
• Monitor call analytics and reports
• Handle coordination of IT service tickets
• Work with Legal Fund supervisors in creating efficiencies and identifying new initiatives within their departments
• Manage all aspects of the accounts payable process, including payment of vendor invoices, drafting of memos, contract negotiations, and maintaining documentation
• Perform testing of hardware and software platforms as needed
• Manage departmental vendors and contracts (e.g., malpractice insurance, library and research tools)
• Manage interpreter relations and organize interpretation for calls, in-person meetings, and court appearances
• Office space planning, including renovation of office space when necessary
• Coordinate with Facilities regarding new and ongoing maintenance requests
• Requisition of office furniture, including assessment of accommodation requests in conjunction with Facilities as required
• Maintain office equipment, including printers/copiers, scanners, fax machines, postage and other mail equipment
• Coordinate with relevant entities in any supplies request, including ordering of Legal Fund supplies
• Coordinate with the Mailroom and IT on any digital mail or physical mail processes including daily mail run coverage
• Manage the legal intake program, including quality and accuracy of client interactions, ensuring timely review of complaints, accurate records and reporting
• Perform quality review checks of staff-client interactions
• Administer all aspects of the Legal Fund's seminar program
• Collaborate with Member Engagement and Communications on member outreach initiatives
• Answer inquiries from clients, vendors, and other Funds
• Coordinate the preparation and periodic updating of the Fund's informational materials
• Display sensitivity and nuance in the handling of client matters
• Anticipate the additional resources necessary to provide legal services to a growing base of members
• Performing any other relevant, related or pertinent work or duties as requested or assigned by Legal Fund supervisors

Requirements

• 4+ years of experience in the operations of a complex and busy organization
• Prior experience in legal administration, legal operations, or legal project management preferred
• Confidence in taking initiative, thinking creatively, problem solving, working well under pressure, and managing projects effectively
• Ability to autonomously manage multiple tasks, projects, and responsibilities in parallel
• Excellent supervision skills and enthusiasm for leading and managing people
• Strong organizational, planning, and time management skills
• Exceptional attention to detail
• Strong oral and written communications skills, including editing and proofreading skills
• Experience working collaboratively and coordinating responsibilities with colleagues across departments on projects
• Experience using software/technology that supports legal operations (e.g., case management, time-keeping, expense and invoice processing, accounting, call center, etc.)
• Proficiency with Microsoft Office, Adobe Acrobat, and experience with spreadsheets and databases
• Master's degree preferred, Bachelor's degree required in Political Science, Legal Studies, Business Administration, or other relevant fields required.
• Bilingual in English and Spanish preferred.

Benefits

• Health insurance
• Pension plans
• Professional development opportunities