Secretarial Manager

Administration and OperationsAll Practice AreasWashington, DC

Job Description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us.  Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

The global law firm of K&L Gates LLP is seeking a Secretarial Manager to join the Washington, DC, office. The Secretarial Manager is responsible for managing and coordinating secretarial support for lawyers, paralegals and clerks. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.

Essential Duties and Responsibilities
The daily make up of tasks changes depending on department needs.

•Manage the secretarial assignments, monitor overtime, prepare monthly secretarial overtime report, monitor expenses, perform evaluations and correct performance issues to ensure a service-oriented and responsive approach in its support to the timekeepers
•Propose annual budget for the secretarial department; monitor the budget variance report
•Read the lawyer and paralegal reviews, summarize comments and propose a salary increase for each secretary staff member
•Provide an evaluation on administrative matters, such as attendance, tardiness, cooperative attitude, professionalism, etc.
•Assist with staffing/recruiting for the secretarial; review resumes, coordinate pre-employment testing appointments, interview, reference checks, recommend candidates to the lawyers and paralegals and coordinate hiring
•Provide training and orientation for new secretarial employees
•Coordinate space committee meetings which include coordinating office assignments with secretarial support
•Work in conjunction with Copy Service Center, Records Supervisor and Paralegal Director to enhance productivity and efficiency of Secretarial and WP personnel
•Keep current on employment laws and consult with HR if an employee issue may involve a legal issue
•Participate in employee counseling and development with HR to correct sub-standard performance and/or professional behavior
•Ensure that proper documentation of counseling meetings is complete
•Make recommendations for employee dismissals and coordinate approval of dismissals with the Human Resource Director
•Ensure that personnel record-keeping is completed (e.g. payroll change forms, etc.)
•Track use of PTO and FML for secretarial employees by creating an Excel spreadsheet

Secondary Duties and Responsibilities

•Record secretarial absences from call-off line and provide adequate coverage either by arranging floater assignments or back-up support
•Daily update of floater assignment schedule based on call-offs
•Coordinate temporary secretarial support with lawyers expecting long-term need
•Approve invoices for gift baskets sent to secretarial staff
•Prepare check requests for parking leases for night secretaries
•Coordinate “summer secretarial” program
•Provide appropriate secretarial support during weekends and holidays, often requested to make arrangements after business hours
•Perform additional duties as assigned

Knowledge, Skills and Abilities Required

•Knowledge of Microsoft Office software, HRIS systems essential
•Ability to work under pressure with multiple deadlines and concurrent projects
•Ability to think analytically, handle interruptions, adapt easily to varying situations, while maintaining flexibility
•Ability to communicate effectively, both written and orally
•Ability to exercise diplomacy and tact when dealing with others, especially in sensitive situations; effectively interact with diverse personalities
•Ability to maintain confidentiality
•Ability to help legal secretaries with questions and problems in a positive manner
•Ability to exercise good judgment

Experience

•3-5 years of HR and Secretarial experience with supervisory duties, previous law firm experience desired

Education

•A four year degree from an accredited college or university is preferred

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with approximately 2,000 lawyers across five continents. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world.  We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered in the past five years emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

For more information or to view other job opportunities, please click here to go back to our careers page.

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

BENEFITS

We offer a dynamic work environment and excellent benefits.

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices shall not be influenced or affected by virtue of a person’s race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, military status or any other characteristic protected by applicable law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of unlawful harassment of any kind including, without limitation, that which is sexual, racial, age-related, disability-related or ethnic background-related.