Detailed job description for Firm Administrator/Winston & Cashatt

Summary—Winston & Cashatt, a 30-attorney law firm with offices in Spokane, Washington and Coeur d’Alene, Idaho, seeks a Firm Administrator to manage both its business functions and internal operations.  The Firm Administrator’s job duties include:

• Has responsibility for the financial planning and controls, human resource management, systems and physical facilities, as well as sharing responsibility with principals for short and long term strategic planning, and marketing. 

• Reports to the Executive Committee, made of up to five principals serving two-year terms, but also participates actively with various committees and principals, including attending and contributing to monthly principal meetings at which management votes are often taken. 

Specific functions Include:

Financial Management
Supervises three member accounting staff, and has direct responsibility for:

• Detailed analysis of cash flow with timely and accurate financial reporting to the Executive Committee and membership;
• Budgeting and forecasting;
• Read, interpret and analyze financial statements
• Insuring accurate and timely billing and collection;  
• General ledger accounting with analysis and input on effective cost reduction methods;
• Tax planning and reporting;
• Trust accounting;
• Supervision of payroll; 
• Profit sharing plan (along with both in-house trustee of plan and outside accountant) ;
• Firm understanding of Annual Compensation System for principals, and compiling information to conduct annual attorney compensation setting;  
• Negotiating and participating in banking and insurance relationships;
• Administer all insurance programs, including professional liability, medical/life and retirement plans.

Human Resource Management

• Recruits and participates in selection of high quality staff (along with directly impacted attorneys);
• Conducts performance evaluations and provides yearly recommendations on salary increases;
• Maintains personnel files;
• Conducts monthly staff meetings to deal with areas of training, development, and motivation;
• Disciplines or discharges staff (along with directly impacted attorneys);
• Insures proper allocation of staff to practice areas with back-up plans for absence and vacations;
• Monitors employee relations, and counsels and mediates disputes as necessary;
• Supervises benefits administration, including disability leave, worker’s compensation, FMLA, or other benefits;
• Plans and implements internal firm functions such as Christmas parties, annual firm attorney retreat, staff appreciation events, etc. 

Information Technology Management

• Participates with and supervises IT personnel to develop, manage, and analyze system needs to maintain IT system at high functioning, cost-effective levels; 
• Monitor telecommunications operations;
• Insures proper level of system functions for information storage and retrieval, litigation support, and systems management functions.
• Requires familiarity with IT management for similar size professional business and experience with ProLaw is desirable.

Facilities Management

• Supervise purchasing, inventory control, and interaction with vendors;
• Supervise and insure appropriate staffing levels of copy/errand/mail personnel, reception/switchboard services, and other supporting facilities operations;
• Manage record storage;
• Plan space allocation and all other physical plant detail;
• Participate in lease space negotiations.

Marketing

• Active involvement in business generation and implementing marketing measures, including supervision of website design and use, advertisement opportunities, press releases, community and bar involvement, and other opportunities for firm publicity;
• Plans and implements external firm functions, such as annual St. Patrick’s Day party.

Long and short term Management Participation

Firm Administrator is included as integral component in long and short term strategic tactical planning for business development, risk management, quality of legal service, transition planning for older principals, firm growth, and long term health and continuity of firm beyond current employees.  Along with Executive Committee, Firm Administrator has primary responsibility for annual firm planning meeting.  He or she needs to be a catalyst and active participant, along with firm principals, to fulfill firm mission of financial prosperity and personal and professional development. 

Necessary Traits

Prior experience in the legal environment.  Must have ability to organize and prioritize issues throughout a day to maximize efficiency.  Detail oriented in relation to compiling and disseminating accurate information, particularly in relation to financial supervisory obligations.  Polished and professional demeanor to deal with clients, vendors, and the community at large.  Outstanding interpersonal relationship skills to develop mutual respect and good communications with staff and attorneys.   Ability to express opinions persuasively but without unnecessary inflexibility.  Must be comfortable participating actively with principals in close collegial and professional relationships. 

Compensation and application information

Winston & Cashatt is offering a competitive compensation package, including 401k, profit-sharing plan, and full medical insurance; salary will be based on experience and qualifications. Please email your cover letter and resume to jobopening@winstoncashatt.com.  Winston & Cashatt is an Equal Opportunity Employer.