Sidley Austin LLP

  • Secretarial Supervisor

    Recruiting Location US-DC-Washington
    Department
    Secretarial Services
  • Summary

    Supervises and coordinates activities of legal secretaries on the floor(s). Partners with Secretarial Services Manager to uphold guiding principles of Sidley Service Excellence by driving talent, teamwork and results, promoting good morale and respect for the Firm by demonstrating high standards of professionalism, conduct and customer service, including work quality, courtesy and cooperation in accordance with the Firm’s policies and procedures.

    Duties and Responsibilities

    • Assigns floor secretarial staff and monitors work to facilitate production.
    • Propose workable assignments and possible assignment changes.
    • Coordinates computer training, testing and application of new and modified computer programs with Staff Training.
    • Enforces firm policies regarding secretarial staff and assists with the onboarding of new personnel (legal and non-legal) with learning Secretarial Services.
    • Oversees and assists in the day-to-day resolution of job-related challenges, interpersonal conflict and workflow management within the Full-Service Administrative Support (FAS) teams.
    • Works with floor secretarial teams to coordinate coverage during planned and unplanned absences.
    • Utilizes Time and Attendance system to track and review secretarial attendance, including approval of hours worked, overtime charges and approving time off requests.
    • Evaluates the quality of administrative services provided by individual secretaries as well as floor secretarial teams.
    • Ensures appropriate secretarial staffing by monitoring secretarial workload on the designated floor(s), including recommending recruiting as applicable.
    • Facilitate the performance appraisal process for secretarial staff, including making recommendations for merit increases, communicating performance reviews and identifying development goals.
    • Demonstrates familiarity with the operations, workflow and documents of assigned practice groups.
    • Acts as a liaison between secretarial staff and other support staff departments in disseminating information and formulating and implementing solutions to problems.
    • Maintains regular, open communication with attorneys and secretaries regarding workloads, including having a working knowledge of upcoming projects or events (pending trial preparations, etc.).
    • Keeps Secretarial Manager apprised of possible or existing conflicts and unmanageable workloads of floor secretary staff and recommends assignment changes as applicable and/or disciplinary actions.
    • Works with Secretarial Manager to conduct regular secretarial meetings.
    • Works with floor secretaries in resolving problems and grievances.
    • Makes suggestions to standardize procedures to improve efficiency of the department.
    • Stays abreast of and demonstrates an understanding of firm policies pertaining to secretarial staff.
    • Participates in administrative staff meetings and attend other meetings as necessary.
    • Performs other work-related duties as assigned by the Secretarial Manager or as judgment or necessity dictates.

    Qualifications

    To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below.  The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.  If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources).

     

    Education and/or Experience:

    Required:

    • 5+ years of relevant experience 
    • Demonstrate proficiency in Microsoft Office applications, including Word, Excel and PowerPoint
    • Thorough knowledge of the following Software: Time Billing, Records Management, Time and Attendance, Conference Room Scheduling and Electronic Accounting
    • Thorough knowledge of legal terminology and formats 

    Preferred:

    • Previous management or supervisory experience
    • Degree from an accredited college or university

    Other Skills and Abilities:

    In addition to the above, the following may also be required of the successful candidate:

    • Excellent organizational skills
    • Excellent attention to detail
    • The use of good judgment and good interpersonal communication skills
    • Well-developed analytical and problem solving skills
    • Works harmoniously and effectively with others as part of a team
    • A self-starter who desires to show ownership and commitment to the job
    • Exercises confidentiality and discretion
    • Excellent communication skills
    • Ability to accept responsibility and take initiative

     

    Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed