Gateway Chapter of the Association of Legal Administrators 2014 Compensation Survey Position Descriptions

Transcription

1 Gateway Chapter of the Association of Legal Administrators 2014 Compensation Survey Position Descriptions NEW THIS YEAR ASSOCIATE ATTORNEY GRADUATES YEARS & STAFF ATTORNEY ACCOUNTING/FINANCIAL 1 Accounting Manager/Supervisor Responsible for managing or performing accounting activities which may include accounts receivable, accounts payable, payroll; and preparation of month-end statements, income and expense statements, etc. May manage all or part of accounting staff. May report to a Controller in a larger firm. Maintains the books of the firm usually under the supervision of an outside accountant. 2 Accounting/Billing Supervisor Supervises all firm billing functions and works with timekeepers to ensure billable hours are properly recorded. Responsible for distributing all bills on a timely basis and making appropriate billing adjustments. This person may have been promoted from Accounting/Data Entry Clerk or billing coordinator job. 3 Accounting/Billing/Payroll Clerk years experience. 2 to 5 years work experience as a routine accounting clerk or data entry clerk. Responsible for daily clerical duties in the accounting or information systems department. 4 Accounting/Billing/Payroll Clerk - 5+ years experience. 5 years work experience as a routine accounting clerk or data entry clerk. Responsible for daily clerical duties in accounting or information systems department. 5 Accounting/Billling/Payroll Clerk years experience. Entry level work experience as a routine accounting clerk or data entry clerk. Responsible for daily clerical duties in the accounting or information systems department. Processes Accounts Payable, Accounts Receivable and Journal Entries. 6 Chief Financial Officer/Director of Finance Responsible for the management of all financial operations, including all aspects of financial accounting and reporting, budgeting, and management/statistical reporting. May be responsible for operation and maintenance of computerized accounting systems. May be responsible for firm banking relationship and investment policy. Establishes and maintains appropriate internal controls to safeguard assets, to ensure proper accounting of transactions and to promote operational efficiency within the Accounting Department and throughout the firm. Reports directly to the firm management committee or managing partner. Requires degree in accounting or related field and five or more years of experience.

2 7 Collections Manager/Analyst Responsible for accounts receivable collection activity. Monitors firm s receivables and prepares accounts receivable reports. Works with attorneys and clients to maximize firm receipts. May or may not have authority to make final decisions or receivable adjustments. May supervise billing coordinators. 8 Controller Responsible for overall accounting operations, often second in command to Chief Financial Officer or Director of Finance in large firm. Oversees managers (A/P, Billing, A/R) in staff hiring, termination, and performance evaluations. Performs special projects as needed. Establishes and assigns work schedules for department employees. ADMINISTRATIVE 9 Executive Director/Director of Administration Principal administrator of a large law firm or corporate legal department. Is at the partner level in the organization, reports to the operating head or senior committee of the organization. Directs the administration of the affairs of an organization of lawyers, such as a private law firm, corporate legal department generally including, but not limited to, the following criteria: Formulates and recommends human resource policy. Participates in attorney recruiting, hiring, supervision, training, and evaluation and compensation processes. Oversees others responsible for the recruiting, hiring, supervision, training and evaluation and compensation of all non legal personnel. Formulates and recommends financial management policy and annual budget. Participates in the development of strategic and long-range plans. Directs business development and marketing efforts. Oversees others responsible for budgets, financial reporting and financial plans and billing. Formulates and recommends policy in the areas of information systems, facilities and general administration. Oversees others or is personally responsible for developing long-range plans, systems design, implementation and training, etc. Titles: Executive Director, Chief Operating/Administrative Officer, Principal Administrator, and Director of Administration. 10 Office Administrator/Manager Senior administrative position that directs the affairs of a law firm including generally supervises or conducts the accounting function and exercises direct, day-to-day supervision over the clerical and other support functions of the organization. May assist the managing lawyer in the preparation of systems, major purchases and personnel benefits. Differs from Executive Director/Director of Administration largely in degree. Titles: Office Administrator, Office Manager, Regional Office Administrator. ATTORNEY PERSONNEL 11 Associate Graduate 2011 Associate Law School Graduate 12 Associate Graduate 2012 Associate Law School Graduate

3 13 Associate Graduate 2013 Associate Law School Graduate 14 Staff Attorney Associate attorneys hired on a different basis than "regular" associate attorneys, usually not considered on the "partnership/shareholder track." 15 Associate Graduate 2003 Associate Law School Graduate 16 Associate Graduate 2004 Associate Law School Graduate 17 Associate Graduate 2005 Associate Law School Graduate 18 Associate Graduate 2006 Associate Law School Graduate 19 Associate Graduate 2007 Associate Law School Graduate 20 Associate Graduate 2008 Associate Law School Graduate 21 Associate Graduate 2009 Associate Law School Graduate 22 Associate Graduate 2010 Associate Law School Graduate HUMAN RESOURCES 23 Benefits Manager/Administrator Manages the firm's medical, dental, life insurance and other welfare plans. May plan and administer the firm's pension and/or defined contribution plan. Generally supervises others and reports to HR Director and/or administrator. Maintains contact with insurance and other vendors. Budgets appropriately for and suggests changes in the administration of each plan to ensure it meets firm objectives, employee needs, and complies with legal requirements. 24 Director of Human Resources Responsible for all personnel matters including policy development, implementation and strategic planning. Has jurisdiction over several or all of the following functions: employment, placement, training, wage and salary administration, benefits administration, personnel records maintenance, employee communication, safety. Excludes those who specialize in only one of the functions outlined above. Represents the top human resources position.

4 25 Human Resources Assistant Supports the HR Director in recruiting, benefits, staffing and other personnel administrative issues. Prepares documents, reports and correspondence for department. Assists in administering benefits programs such as group insurance. May counsel and advise employees on eligibility. Assists in preparation of report forms and presentation of statistics. Manages personnel information and maintains files. 26 Human Resources Generalist Under minimal direction, provides overall coordination of all HR related programs, policies and procedures and supports human resources director/manager in administering policies and programs in several of the following areas: employment, labor relations, wage and salary administration, training, etc. Responsible for the administration of all government related compliance reports. 27 Human Resources Manager Responsible for several HR generalist functions (e.g., employee relations, employment for support staff positions, benefits administration, compensation, evaluations). Responsibilities may include oversight of recruiting, testing, interviewing, hiring and orientation. Also has responsibility for implementing policy and employee relations, including employee and management counseling, aiding in the management of performance issues, terminations and exit interviews. May recruit applicants from law schools and/or handle summer associate program. May supervise recruiters and/or personnel assistant. Reports to the Human Resources Director. 28 Secretarial and/or WP Manager/Supervisor Responsible for day-to-day assignments of secretaries and/or word processing staff. Actively involved in daily supervision of support staff and workflow in legal departments/sections. Reports to the Human Resources Manager and/or Director. INFORMATION TECHNOLOGY 29 Director/Manager of Information Technology Analyzes, plans, and manages aspects of the automated systems technology. This may include data processing, word processing, LAN, WAN, integration of systems, telecommunications, and personal computers. Consults with professionals and staff regarding system capabilities, procedures, and issues. Responsible for selection, assignment, training, and evaluation of systems personnel; makes budget, software and systems selection recommendations. May be responsible for oversight of information systems in multiple office locations and/or international locations. May report to principal administrator and/or managing partner. 30 Hardware/AV Technician Responsible for the efficient operation of the regional office's personal computers, printers, and networks. Must be familiar with all aspects of the firm's software, and the operation and maintenance of the hardware. Responsible for troubleshooting of problems. May operate AV equipment including, but not limited to, video conference, teleconference, sound system or integrated multimedia systems. 31 Litigation Support/Case Clerk May be responsible for maintaining legal files on one or more cases, reproducing cases, researching

5 using the Internet, library and other materials, preparing trial notebooks or binders, assuming responsibility for scanning large projects, etc. 32 Litigation Support/Database Analyst Responsibilities include converting and loading data files into litigation support applications accurately, creating databases as needed, performing final electronic productions, work closely with the project managers and performing tasks as identified by management. Significant experience with industry standard litigation support databases, including Access, Summation and Concordance, and litigation support applications is required, specifically in the area of data and load file manipulation. Responsible for the design, development, training and supervision of litigation support databases for client and firm work. 33 Network Administrator/Systems Engineer May be responsible for servers, workstations, and wiring plans. Responsible for archiving and backups of system. May be responsible for maintenance and upgrading of hardware and software. May help in evaluating and planning for new and expanded hardware/software. May configure and maintain server operating systems. May define, implement and enforce security frameworks and anti-virus/anti-maleware solutions. May recommend patches, reconfigurations, and/or new products that will enhance the firm's systems to the Director/Manager of Information Services. Requires high school diploma, but degree in technology field preferred. 34 Technical Support/Help Desk Assists users with hardware and software related problems. Provides ongoing troubleshooting assistance for employees regarding training and support of firm software. 35 Technology Trainer Responsible for the technical training of personnel and identifying and helping to resolve problems with the firm s standard automation software. May assist in the selection of outside training sources and develop training materials. LEGAL SECRETARY 36 Legal Secretary - 11 to 19 years legal experience. Performs complete secretarial duties for a lawyer, paralegal/legal assistant or supervisor. Requires knowledge of policies, procedures, formats and specialized legal terminology. Maintains a working knowledge of a lawyer s or paralegal s/legal assistant s area of practice years total experience as a legal secretary, regardless of tenure in current position. 37 Legal Secretary - over 20 years legal experience. Performs complete secretarial duties for a lawyer, paralegal/legal assistant or supervisor. Requires knowledge of policies, procedures, formats and specialized legal terminology. Maintains a working knowledge of a lawyer s or paralegal s/legal assistant s area of practice. Over 20 years total experience as a legal secretary, regardless of tenure in current position. 38 Legal Secretary - 6 to 10 years legal experience. Performs complete secretarial duties for a lawyer, paralegal/legal assistant or supervisor. Requires knowledge of policies, procedures, formats and specialized legal terminology. Maintains a working

6 knowledge of a lawyer s or paralegal s/legal assistant s area of practice years total experience as a legal secretary, regardless of tenure in current position. 39 Legal Secretary - 3 to 5 years legal experience. Performs complete secretarial duties for a lawyer, paralegal/legal assistant or supervisor. Requires knowledge of policies, procedures, formats and specialized legal terminology. Maintains a working knowledge of a lawyer s or paralegal s/legal assistant s area of practice. 3-5 years total experience as a legal secretary, regardless of tenure in current position. 40 Legal Secretary - 1 to 2 years legal experience. Performs complete secretarial duties for a lawyer, paralegal/legal assistant or supervisor. Requires knowledge of policies, procedures, formats and specialized legal terminology. Maintains a working knowledge of a lawyer s or paralegal s/legal assistant s area of practice. 1-2 years total experience as a legal secretary, regardless of tenure in current position. LIBRARY 41 Electronic Services Librarian (Technical or Reference) Responsible for research and professional referencing. Includes computerized references, intranet, extranet, CD ROM applications. Responsible for library technical services and cataloging system. May supervise reference assistance staff. Assist in design and structure of collections and procedures. 42 Librarian/Manager of Library Services Responsible for managing all aspects of the law library, including acquisitions, budget, legal research, and inter-library loans. 43 Library Clerk/Assistant Sorts and shelves books, periodicals, papers and various other library materials. Works under close supervision of Librarian/Manager of Library Services. MARKETING 44 Director/Manager of Marketing/Client Relations Responsible for firm internal and external marketing, promotional, and planning activities. Prepares press releases and is the contact person for the news media. Creates or oversees plans and ideas to promote the firm within the community through seminars, newsletters, advertising, event planning and firm participation in community activities. Responsible for marketing plans and ideas, projects, strategies, etc. May perform market research studies. Provides avenues/promotes the firm's service capacity to new and existing clients. Educates attorneys in marketing skills. Responsible for marketing budget. 45 Graphics Designer Assists in the design and production of marketing communications materials including the firm website, client extranet sites, ads, invitations, brochures and newsletters.

7 46 Marketing Assistant Assists the Communication/Marketing Director/Coordinator with internal and external firm publications, media relations, and coordinating business development efforts including mailings and setting up seminars. Typically has less than five years of experience in public relations, marketing or related field. 47 Marketing Coordinator Coordinates the marketing activities under the direction of a senior marketing administrator or marketing committee. Assists in the implementation of the marketing plan, press releases, coordinating website changes, client mailing and contact information, promotional items, client education and event initiatives and assists with the preparation of RFPs. OFFICE SERVICES 48 Court Messenger/Fax/General Office Clerk Delivers letters, packages and documents to and from outside organizations. Delivers court filings to appropriate court as instructed. Handles incoming and outgoing facsimiles. Performs a variety of duties including but not limited to, photocopying, messenger, report binding and stocking supplies. Other duties as the need occur. 49 Facilities Coordinator/Assistant Coordinates additions, moves and changes with internal services departments. Maintains inventories of office furnishings and is responsible for overseeing the maintenance, repair and operation of facilities. Assists in the selection of trades people and coordinates their activities in carrying out firm maintenance. Has no direct supervision of subordinates. 50 Facilities/Office Services Manager Manages office services department and/or facilities. Responsible for ensuring facility is properly maintained and equipped in order to provide a workplace that is healthy, safe, pleasing and promotes efficiency. Directly and through management of staff or agreements, ensures optimal functioning of building systems and operations for occupied space. Manages site specific vendor relationships; inspects all service provider work on a regular basis and maintains records to reflect the quality of service being provided. Reviews and resolves all contractor or vendor disputes. Leads and manages site specific moves to ensure proper utilization of space and resources. Reviews/approves site specific operating expense invoices. Liaison/contact for all landlord, lease, or property management issues. Organize and schedule resources to ensure that all Office Services time sensitive work is accurately done and oversees all department projects. Monitor supplies, maintain efficient inventory levels, and purchase supplies as required. Monitor workload, quality, productivity, service levels and equipment performance; developing service level expectations for the department. Prepare departmental budgets and report variances to the Director of Administration or other Director. 51 Mail/Copy Clerk/Messenger Performs a variety of routine tasks including receiving, sorting and delivering mail. Distributes and collects departmental mail. Wraps, seals, weighs and posts outgoing mail and operates postal machines. May maintain records on postage, registration of mail, and packages. Copies documents, case files or other materials as requested. May send and receive faxed documents.

8 52 Mail/Copy Supervisor Manages a number of the auxiliary support services to a law firm, including such areas as printing, copying, purchasing and inventory of supplies, mail services, messenger deliveries, facilities, records, communications and other routine office service. 53 Meeting Services/Conference Center Coordinator Responsible for meeting and food service and/or housekeeping functions. May be responsible for meeting coordination and event planning. Maintains neatness and appearance of the kitchen/conference rooms and provides host/hostess services. Orders and restocks kitchen supplies. May supervise others. 54 Purchasing Manager/Coordinator Meets with vendors and determines cost effectiveness and efficiency of the supplies being ordered. Responsible for maintenance and distribution of supplies. Notifies Office Service Manager/Supply Supervisor of any items reaching low levels. Oversees Purchasiing/Supply Clerk 55 Purchasing/Supply Clerk Responsible for the purchase of supplies and maintenance of stock items. Notifies Purcasing Manager/Office Services Manager/Supply Supervisor of any items reaching low levels. 56 Receptionist/Message Center/ Switchboard Greets and registers visitors or others having business transactions with the firm. Contacts firm personnel as requested by visitors. If necessary, arranges for escort and maintains daily register. Operates a multi-line telephone system and interprets the nature of incoming calls and relays calls to qualified personnel. Arranges visitor transportation services or taxi, if directed. Maintains office lobby in an orderly manner. Accepts and signs for packages, registered mail, etc., and dispatches same to the addressee. May do overflow projects and light typing/pc work. PARALEGALS 57 Legal Nurse Consultant years experience. Responsible to primary attorney for case management. Evaluate medical record requirements early in the case and coordinate with paralegal. Review discovery responses for any references to additional physicians or facilities where plaintiff received treatment. Perform on-going medical research throughout trial as assigned, including any additional research of experts as assigned. Prepare medical record chronology, organize and index medical records, summarize medical records, and organize primary set of medical records needed for trial. Other duties as assigned by the management team. 58 Legal Nurse Consultant years experience. Responsible to primary attorney for case management. Evaluate medical record requirements early in the case and coordinate with paralegal. Review discovery responses for any references to additional physicians or facilities where plaintiff received treatment. Perform on-going medical research throughout trial as assigned, including any additional research of experts as assigned. Prepare medical record chronology, organize and index medical records, summarize medical records, and organize primary set of medical records needed for trial. Other duties as assigned by the management team.

9 59 Legal Nurse Consultant years experience. Responsible to primary attorney for case management. Evaluate medical record requirements early in the case and coordinate with paralegal. Review discovery responses for any references to additional physicians or facilities where plaintiff received treatment. Perform on-going medical research throughout trial as assigned, including any additional research of experts as assigned. Prepare medical record chronology, organize and index medical records, summarize medical records, and organize primary set of medical records needed for trial. Other duties as assigned by the management team. 60 Patent Agent This person has passed the Patent Bar and is registered to practice before the U.S. Patent & Trademark Office (PTO). Writes new patent applications for filing with the PTO 61 Technical/Scientific Advisor/Patent Specialist Has not passed patent agent examination, but has technical knowledge and expertise. May have a Ph.D. or other advanced degrees sufficient to be proficient in areas of technical expertise. Offers assistance to the attorneys in technical areas of their practice. May assist in writing new patent applications. 62 Paralegal 10+ years legal experience. Person with 10+ years of experience as a paralegal, regardless of tenure in current position, and who does not meet the criteria for Paralegal Manager or Senior Paralegal. Assists the firm s lawyers in the delivery of legal services. Performs work of a substantive legal nature under the supervision of lawyer. Responsibilities may include factual research, document analysis & organization, drafting pleadings, transactional documentation, organizing and indexing documents, entering and maintaining computerized index files, etc. May be responsible for maintaining legal files on one or more cases. May be responsible for reproduction of cases. May perform research using the internet, library and other materials. May help prepare trial notebooks, assume responsibility for scanning large projects, etc. 63 Paralegal years legal experience. Person with 6-10 years of experience as a paralegal, regardless of tenure in current position, and who does not meet the criteria for Paralegal Manager or Senior Paralegal. Assists the firm s lawyers in the delivery of legal services. Performs work of a substantive legal nature under the supervision of lawyer. Responsibilities may include factual research, document analysis & organization, drafting pleadings, transactional documentation, organizing and indexing documents, entering and maintaining computerized index files, etc. May be responsible for maintaining legal files on one or more cases. May be responsible for reproduction of cases. May perform research using the internet, library and other materials. May help prepare trial notebooks, assume responsibility for scanning large projects, etc. 64 Paralegal years legal experience. Person with 3-5 years of experience as a paralegal, regardless of tenure in current position, and who does not meet the criteria for Paralegal Manager or Senior Paralegal. Assists the firm s lawyers in the delivery of legal services. Performs work of a substantive legal nature under the supervision of lawyer. Responsibilities may include factual research, document analysis & organization, drafting

10 pleadings, transactional documentation, organizing and indexing documents, entering and maintaining computerized index files, etc. May be responsible for maintaining legal files on one or more cases. May be responsible for reproduction of cases. May perform research using the internet, library and other materials. May help prepare trial notebooks, assume responsibility for scanning large projects, etc. 65 Paralegal years legal experience. Person with 1-2 years of experience as a paralegal, regardless of tenure in current position, and who does not meet the criteria for Paralegal Manager or Senior Paralegal. Assists the firm s lawyers in the delivery of legal services. Performs work of a substantive legal nature under the supervision of lawyer. Responsibilities may include factual research, document analysis & organization, drafting pleadings, transactional documentation, organizing and indexing documents, entering and maintaining computerized index files, etc. May be responsible for maintaining legal files on one or more cases. May be responsible for reproduction of cases. May perform research using the internet, library and other materials. May help prepare trial notebooks, assume responsibility for scanning large projects, etc. 66 Paralegal - Less than 1 year legal experience. Trainee. Less than 1 year of experience as a paralegal. May have been promoted to this position from Legal Secretary or LAA. Assists the firm s lawyers in the delivery of legal services. Performs work of a substantive legal nature under the supervision of lawyer. Responsibilities may include factual research, document analysis & organization, drafting pleadings, transactional documentation, organizing and indexing documents, entering and maintaining computerized index files, etc. May be responsible for maintaining legal files on one or more cases. May be responsible for reproduction of cases. May perform research using the internet, library and other materials. May help prepare trial notebooks, assume responsibility for scanning large projects, etc. 67 Legal Nurse Consultant years experience. Responsible to primary attorney for case management. Evaluate medical record requirements early in the case and coordinate with paralegal. Review discovery responses for any references to additional physicians or facilities where plaintiff received treatment. Perform on-going medical research throughout trial as assigned, including any additional research of experts as assigned. Prepare medical record chronology, organize and index medical records, summarize medical records, and organize primary set of medical records needed for trial. Other duties as assigned by the management team. 68 IP Paralegal Specialized paralegal with expertise in the area of intellectual property. 69 IP Docket Clerk Responsible for maintaining and administering complex worldwide rule sets for the Firm's IP Docketing Software. This includes reviewing, applying updates and changes, as well as sending out notifications of the changes for approval and implementation. This position is also responsible for researching statutory rules in all practice areas and must apply the rule and/or terminology to the rule sets within the Firm's Docketing Software as needed.

11 RECORDS MANAGEMENT 70 Docket/Conflict Clerk Responsible for maintaining and updating the firm s calendar of filing dates, due dates on responses, court appearances, depositions, etc. Enters data daily and publishes and calendar on daily or weekly basis. Performs related clerical tasks as required. Maintains firm s conflict system. 71 Records Manager/File Room Supervisor Responsible for department budget, training and overall records management for the firm; may develop policies and procedures to ensure proper creation, maintenance, storage and retrieval of files. Works with attorneys to develop long range plans for records retention and may provide assistance to branch offices in all aspects of firm s records program. Responsible for overall file room and records operation, including organization, conflicts, file room space planning. Supervises others in day-to-day operation of file room. 72 Records/Closed Filles Clerk Performs general clerical duties (including data entry) relating to the file room, such as labeling, indexing, retrieval, closing files, etc. Duties may also include work with Docket System. WORD PROCESSING 73 Word Processing Operator - 1 to 5 years experience. Transcribes reports, letters, etc. from dictation equipment & proofreads finished material. Performs general office clerical work. May maintain firm s docket system. May be responsible for schedules and coordinating workflow of the word processing center. 1-5 years experience as a legal word processor, regardless of tenure in current position. 74 Word Processing Operator - 11 to 15 years experience Transcribes reports, letters, etc. from dictation equipment & proofreads finished material. Performs general office clerical work. May maintain firm s docket system. May be responsible for schedules and coordinating workflow of the word processing center years experience as a legal word processor, regardless of tenure in current position. 75 Word Processing Operator years experience Transcribes reports, letters, etc. from dictation equipment & proofreads finished material. Performs general office clerical work. May maintain firm s docket system. May be responsible for schedules and coordinating workflow of the word processing center. 15+ years experience as a legal word processor, regardless of tenure in current position. 76 Word Processing Operator - 6 to 10 years experience. Transcribes reports, letters, etc. from dictation equipment & proofreads finished material. Performs general office clerical work. May maintain firm s docket system. May be responsible for schedules and coordinating workflow of the word processing center years experience as a legal word processor, regardless of tenure in current position.