Records/Conflicts Supervisor

The Records/Conflicts Supervisor oversees and coordinates the workflow of the office services department which includes facilities, records, court runs, and conflicts for both the Oakland and Walnut Creek office. This position will be required to work onsite Monday through Friday and will occasionally be required to work from both offices.

DUTIES AND RESPONSIBILITIES

• Monitors daily workflow of the office services team and ensures jobs are completed efficiently, accurately and within deadline.
• Contribute to process, procedure, and technology improvements to increase efficiency and reduce risk.
• Assist the team in completing large or complex jobs, i.e., copy jobs, large and/or complex records and conflicts requests.
• Ensure processes and procedures are being followed for the management, storage and imaging of client and firm documents.
• Conduct and review data entries into records management software to ensure accuracy.
• Monitor conflicts inbox to identify rush and high priority requests and ensure they are managed promptly.
• Communicate with attorneys and staff with regards to questions on the status of requests, list of parties and update to requests.
• Ensure all conflicts reports are complete and accurate and adhere to firm standards and procedures.
• Identify and escalate any conflicts issues to Director of Operations.
• Ensure department protocols and procedures are followed and communicate new procedures to department staff.
• Oversee inventory and ensure office supplies are stocked appropriately.
• Oversee and assist with inter-office moves for all staff and attorneys.
• Oversee and assist with office set ups for new employees.
• Oversee the onboarding and offboarding process for all staff and attorneys.
• Coordinate and assist with the set up and clean-up of conference rooms for client and internal meetings, depositions, and hearings.
• Assist Director of Operations with employee onsite and offsite events such as summer events, Halloween party and holiday party.
• Ensure department is staffed, coordinate coverage and approve timesheets and time off requests.
• Partner with Director of Operation on annual employee evaluations.
• In partnership with Director of Operation; coaches, counsels, and disciplines employees for improved performance.
• Participate in hiring process.
• Review vendor invoices for approval by Director of Operations.
• Ability to physically work in Oakland and Walnut Creek offices.

EDUCATION

• High school diploma or GED, required.
• Associate Degree or Bachelor's degree preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Five (5) years of related office services, records, and conflicts experience, preferably within a law firm/legal environment.
• 3+ years of supervisory experience.
• Highly proficient in Microsoft Word, Excel, and Outlook.
• General knowledge of records terminology and understand conflicts and related ethical rules.
• Knowledge of Document Management System such as IManage or NetDocs and Records Management Systems.
• A high degree of initiative required to make administrative and procedural decisions and judgments on firm policies and procedures and make recommendations.
• Professional, dependable, flexible and have a positive, can-do attitude.
• Excellent attention to detail with strong customer service skills and ability to work independently and prioritize.
• Must be able to interactive effectively with multi-functional and diverse backgrounds.
• Ability to communicate well in both written and verbal communication forms.
• Ability to multi-task and meet required deadlines in a demanding environment.
• Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects.
• Ability to work 8:30 – 5:30, with occasional overtime.
• Must be able to travel between Oakland and Walnut Creek office, as needed.
• Other duties as assigned.

WORKING CONDITIONS

• Must be fully vaccinated against Covid-19.
• While performing the duties of this job, the employee is required to sit, talk, or hear. Frequently lift or reach with hand and arms. Occasionally stand, walk, kneel, or stoop.
• Must frequently lift and/or move five or more pounds and occasionally lift and/or move up to 30 lbs.