Senior Legal Practice Administrator
Earthjustice is the premier nonprofit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change. We partner with thousands of groups, supporters, individuals and communities to engage the critical environmental issues of our time, and bring about positive change. We are here because the earth needs a good lawyer.
Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections. We achieve this by hiring people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Tallahassee, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, and Washington, DC.
This position is responsible for delivery of business and administrative services at the Washington, D.C. office of Earthjustice, which has 40+ staff ranging from interns to Vice Presidents that represent multiple Earthjustice departments and programs including International, Communications, IT, Development, Clean Energy, Coal and DC Regional Litigation. This position plays a critical role in efforts to ensure the DC office runs smoothly, efficiently and in compliance with regulations and business practices. This position acts as the operations, financial, and human resources first point of contact for employees and volunteers and is responsible for managing all aspects of the DC office facilities.
Administrative Services and Oversight (40%)
- Facilitates the hiring process for new litigation assistants by screening applicants, coordinating interviews, administering tests, and participating in interviews and evaluation of candidates.
- Serves as liaison between Headquarters Human Resources department and Washington, D.C. office, and works with senior management to resolve personnel issues as well as provides instructions and guidance to employees on human resources procedures and documentation requirements.
- Responsible for administrative orientation of all new hires, law clerks, externs, pro bono attorneys and interns.
- Manages resigning employee final paperwork, last day wrap up and final paycheck.
- Fills out and submits Bar reference checks for past law clerks and responds promptly to employment verification requests.
- Serves as backup for Litigation Assistants and the Legal Practice Assistant.
- Plans regular social and team building events with the assistance of the Legal Practice Assistant for all members of the DC facility.
- Ensures the reception area is properly staffed at all times during business hours.
- Serves as office safety coordinator, including performing routine inspections of office suite and oversees office suite security functions; oversees the proper maintenance of all safety equipment and procedures.
- Plan and execute office safety trainings; ensure regular staff training on evacuation and emergency procedures.
- Oversee office closure procedures.
- Acts as liaison with property management, building services staff, and security regarding building services, repairs and other issues.
- Propose facility construction and move budgets and activities to the Senior Operations Manager.
- Oversees all office moves, reconfigurations and requests for new services or set ups.
- Backs up the Legal Practice Assistant’s responsibility to ensure that all DC staff understand and can operate all relevant office equipment (copier, mail machine, fax machine, printers, phone system, and security).
- Responsible for office equipment leasing, purchasing and maintenance.
- Assists with office space leasing issues, including searching for new space as needed or modification/renovation of existing space.
- Exercises sound professional judgment for clearing outdated paper/electronic material, old files/document collections to ensure correct deleting, archiving, shredding, recycling and retaining of legal files, research and originals.
- Works to ensure that the office follows and encourages sound environmental practices such as waste recycling, use of recycled and non-toxic materials, and use of energy-efficient appliances and equipment.
- Provides ergonomic assessments for staff; request ergonomic related budgets from Senior Operations Manager.
- Provides administrative and operations support for visiting staff and others, including provision of office space, computers and assistance with hotel reservations.
- Coordinates with Information Technology team to ensure network, Internet and personal computer functionality.
- Troubleshoots problems with office equipment (copiers, printers, fax machines, and postage meter) along with on-site IT staff and the Legal Practice Assistant.
Operations Management (20%)
- Coordinates with Headquarters operations team, D.C. management staff and other Legal Practice Administrators/Managers to assist in the development of best business practices and procedures; creates strategies to improve them when opportunities arise; takes initiative to identify cost-saving strategies that can be implemented without impairing office operations; implements and manages those plans; and monitors current processes and procedures.
- Interacts with DC management and leadership to assist in the efficient operation of all DC departments.
- Partners with operations staff to develop services and provide regional office perspective for major software rollouts, change in organizational policies and infrastructure upgrades.
- Assists DC management and leadership with the development and implementation of operational improvements and services throughout the DC office.
Financial Management (35%)
- Financial responsibilities include planning, forecasting, budgeting, variance analysis, bookkeeping, and billing and collections.
- Develops a draft fiscal year budget for DC facilities for review by Sr. Operations Manager and other key stakeholders; approves and tracks spending consistent with approved budget.
- Works with Managing Attorney and other staff to develop DC Regional Litigation annual budget and mid-year reforecast.
- Reviews monthly expense budget reports and conducts variance analysis for DC Regional budget.
- Reconciles DC Regional credit card and ensures timely submission of associated expenses.
- Review employee expenses and program invoices for compliance with organizational policy.
- Process and pay expenses.
- Responsible for timely payment of vendor invoices and employee reimbursements, along with vendor relations.
- Oversees and reconciles office petty cash.
- Responsible for quarterly/annual client billing and tracking payments. This process includes reviewing retainer agreements, co-counsel agreements and grant/foundation funded litigation contracts.
- Tracks court-ordered expense rewards, attorney fee settlements and alerts Finance of incoming monies into the client trust, as well as coordinates with finance for client reimbursement from the client trust account.
- Generates expense and time accounting reports monthly.
- Trains Washington DC staff on financial policies and procedures.
- Ensure timely entry of staff time into time tracking systems.
- Tracks annual donated time and discounted services for audit purposes, including law clerks, externs, interns and pro bono attorneys.
Project Management (5%)
- Oversees, troubleshoots and enforces schedule and logistical requirements associated with office construction and moves.
- Executes on other projects, as assigned.
- Bachelor’s degree or equivalent experience and relevant certifications.
- At least 5-7 years of professional office management or equivalent experience; understanding of and experience with a multi-site organizational structure highly preferred.
- Experience in a law firm environment a plus.
- Experience with and understanding of financial and accounting systems.
- Proven track record of successfully meeting organizational goals and deadlines; solid budget management experience.
- Hands on experience with the operations and business functions of an organization.
- Ability to work collaboratively in teams managing multiple projects with complex deliverables in a fast-paced environment.
- Excellent interpersonal and communication skills with the ability to translate complex data into relevant and understandable information; ability to train or instruct others in business processes and/or tools to support those processes.
- Familiar with using office equipment (copiers, fax machines, postage meter).
- Non-profit experience preferred.
- Knowledge of business, management, financial, accounting, human resources, and project management principles and practices.
- Critical thinking and problem solving skills.
- Excellent analytical, negotiation, planning, organizing, project management skills and attention to detail.
- Ability to work in a team setting and be comfortable delegating.
- Strong leadership skills.
- Unrelenting commitment to high ethical and professional standards.
- Excellent verbal and written communication skills.
- Advanced computer skills and highly proficient with Microsoft Offices suite of programs; experience with databases and other business applications.
- Common sense, good judgment, professionalism, composure under pressure, and a sense of humor.
- Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
- Contributes to recruiting, hiring, developing and retaining a diverse and inclusive workforce.
We offer a mission- and employee-focused work environment and a competitive compensation package, including excellent benefits. Earthjustice is an equal opportunity employer and highly values diversity. Women and people of color are strongly encouraged to apply.
Earthjustice has retained the services of Palmer Staffing for this search. Interested candidates should submit a cover letter and resume to Lheiren Milanette at email@example.com
Please reach out to firstname.lastname@example.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies.
Earthjustice is driven by a passion for justice, partnership and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information or any other factor that is not related to the position.
For positions located within the City and County of San Francisco: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment-qualified applicants with arrest and conviction records.
For positions located within the City of Los Angeles: We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.
If you need reasonable accommodation in order to complete the application, interview or some other portion of the selection process for a job at Earthjustice, please contact Human Resources at email@example.com.