Office Manager - Family Law Firm

Location: Santa Rosa, CA

Position Type: Full-Time (In Person) 

Hours: 8:30 AM - 5:00 PM

Hourly Pay: $26-27 per hour (depending on experience)

About Us: 

We are a family law firm in Santa Rosa, CA, seeking a proactive and organized office manager to join our team. This is an in-person position from 8:30 AM - 5:00 PM, Monday - Friday. No remote work option is available. This pivotal role combines administrative support, client intake and marketing coordination, and office operations management. The ideal candidate will possess a strong ability to multitask, excellent written and verbal communications skills, and a proactive mindset. 

This position offers a unique opportunity to gain hands-on experience in the emotionally-charged family law environment, providing exposure to legal procedures and client interactions. This role offers a valuable introduction to the legal field, providing foundational experience in family law and opportunities to utilize essential legal and administrative skills. An ideal candidate will possess a strong sense of compassion coupled with the ability to maintain firm boundaries, ensuring effective support in this sensitive environment.

Benefits: Health insurance options (dental, vision, medical), 401K, PTO and holidays, life insurance.

Key Responsibilities: 

Office Operations & Administration: 

• Answer the main office phone line; direct calls and schedule meetings appropriately
• Maintain all client and administrative files
• Greet and assist all walk-in clients or potential clients
• Travel to court to fulfill document requests as needed
• Open and close all client matters in our case management system, Clio Manage
• Prepare and send all outgoing mail; check mail and send daily mail memo
• Plan and host monthly office meetings
• Maintain office calendar and send weekly event reminders
• Manage communication between property management, IT support, and office equipment rental providers regarding office upkeep
• Manage license renewals for attorneys; execute registration for MCLEs & Brown Bags
• Coordinate fulfillment of state-mandated business staff training requirements
• Oversee firm organization and workflow

Client Intake & Marketing: 

• Conduct initial client intake calls, schedule consultations, and complete all necessary conflict checks
• Maintain frequent communication with our marketing team to develop and execute marketing strategy

Billing:

• Accurately apply expenses to matters
• Provide internal billing updates to staff/attorneys
• Pay and record all invoices sent to the firm
• Travel to bank to make deposits as needed
• Calculate reportable fees to the Sonoma County Bar Association

Additional Responsibilities (As Needed): 

• Serve and e-file pleadings
• Complete service of process

Qualifications: 

• Previous experience in a legal administrative or office management role is preferred
• Ability to work independently and as part of a team in a fast-paced environment
• Strong organizational skills with the ability to multitask, accurately prioritize work, and manage deadlines
• Familiarity with legal billing systems and case management software, such as Clio, is a plus
• Ability to professionally communicate with clients, court staff, and opposing counsels

Note: This job description is not an exhaustive list of responsibilities and is intended to provide a general overview of the responsibilities and qualifications for this position. Duties and responsibilities may be subject to change based on the needs of the firm.