Deputy Office Manager

The Deputy Office Manager supports TRLA’s delivery of legal services by assisting in maintaining office systems and providing support to the Office Manager and other branch office staff. A Deputy Office Manager’s duties are ancillary to helping TRLA’s clients in whatever capacity is appropriate to their skill set. While the duties of a Deputy Office Manager may involve significant time on particular days, a Deputy Office Manager is expected to provide services to clients most days as appropriate. The Deputy Office Manager helps ensure effective operations of the branch office on a day-to-day basis. The Deputy Office Manager reports to the Director of Administration. The duties of the Deputy Office Manager include: 

1. Assists clients appropriate to their skill set (e.g., as a secretary, legal assistant, paralegal, or attorney). 

2. Supports establishing and maintaining the office's records and data management systems, including case-related files and materials, agency forms, and other office records. 

3. Oversees office equipment, furniture, and the telephone system.  Working with the Facilities Director and IT Director, and  Office Manager to ensure periodic maintenance and, when necessary, arrange for prompt service or repair for office systems. 

4. Assists in handling all local office space maintenance needs (ordering replacement lights, heating/air conditioning adjustments, etc.).  Coordinates the scheduling of any furniture moving, computer cabling, and other office labor needs. 

5. Helps to manage the office's stock of consumable supplies, including the ordering, stocking, and distribution of such supplies. 

6. Assists in directing the handling of office mail; maintains stamps and postage meter as required. 

7. Assists the coordination along with the Office Manager, the Branch Manager, the Digital Team, and the Client Resources Manager of all office printing of client materials, including ordering, proofing, stocking, and distribution. 

8. May handle petty cash and client trust accounts including record keeping. 

9. Schedules use of conference and deposition rooms. 

10. Assists the Office Manager in coordinating with the IT department on all electronic office equipment needs, including copiers, phones, and computers. 

11. Provides assistance to clients by answering questions, providing information, making referrals, and ensuring appropriate follow-through and/or resolution.   

12. The Deputy Office Manager helps with the initial response to client inquiries and complaints with support from the Office Manager and if necessary escalates any issues to the Director of Administration.   

13. The Office Manager responds initially to staff complaints about administrative matters with support from the Deputy Office Manager.   

14. Assists attorneys and administrative staff with special projects as requested. 

15. Assists the Office Manager to coordinate office events, tenants and other requests for use of TRLA office space.  

16. Coordinates appropriately with administration, managers, co-workers, and clients, and maintains confidentiality. 

17. Maintains the order and professional appearance of the office.   

18. Monitors and regulates the quality and efficiency of the reception function.   

19. Maintains reception backup arrangements and schedules.  

20. Assists the Office Manager to ensure that the training, development, and recognition needs of the office's legal assistant and support staff are met. 

21. Is primarily responsible along with the Office Manager for responding to office emergencies and remains on call to handle such emergencies (e.g., emergency weather, client emergencies, break-ins). 

22. In coordination with the Facilities Director, schedules major service calls including cleaning of windows, carpets, and floors, pest control, elevator inspection, security system, and other special building repairs and maintenance, and maintains relationships with vendors. 

23. In coordination with the Department of Human Resources, handles routine paperwork for new and existing employees, and secures office access cards, and notary supplies. 

24. Keeps the Office Manager informed of the office’s personnel, equipment, or service needs. 

25. Assists in the enforcement of office policies. 

26. Other duties assigned by the Director of Administration.