Senior Legal Operations Manager

JOB SUMMARY

Serves as a strategic partner to the Chief Legal Officer in departmental operations management. Provides strategic leadership, planning, design and implementation management of the department's operational functions. Maximizes process efficiency by anticipating needs, initiating solutions and driving departmental change. Manages a variety of operations processes including process optimization, staff work, internal client communication and satisfaction, technology needs, outside counsel and vendor management, budget management, audit compliance, data analytics, professional development and strategic planning. Supervises administrative staff and partners closely with stakeholders across the Sewer District.

ESSENTIAL FUNCTIONS

Operations Process Optimization

- Manages internal software systems to track incoming legal requests and manages requests to ensure attorney and staff workload is balanced in accordance with leadership's priorities.

- Identifies best practices and implements operational solutions to improve efficiency.

- Monitors trends in law industry and collects relevant benchmarking to inform department initiatives and make recommendations to leadership.

- Manages legal content on Sewer District intranet in collaboration with Communications & Community Relations (CCR) department.

- Manages and delegates operational and administrative processes including communications, scheduling, technical support, travel and vendor invoice payment to optimize staff workload and ensure timely processing.

- Manages Board resolution and minutes preparation processes.

- Coordinate risks assessments and contract insurance needs with Finance, Risk Manager and other departments.

Staffing Management and Optimization

- Supervises department administrative, paralegal and records management staff as well as interns. Assigns work to ensure coverage and timely completion of operational and administrative responsibilities.

- Evaluates department business needs and staff workload. In collaboration with Assistant General Counsels, makes recommendations to leadership about retention of outside counsel.

- Manages a dynamic workload and assigns staff resources to ensure balanced functionality and coverage.

- Collaborates with leadership and Human Resources on staffing needs. Evaluates staffing requirements and completes tasks including job description and job posting revision, recruitment, interviews and onboarding.

- Evaluates remote work options and applicable policies to ensure department schedules align with business needs and leadership priorities.

- Establishes and evaluates annual individual and departmental goals in conjunction with leadership. Communicates goal setting and performance management expectations with staff.

- Makes recommendations and manages employee recognition and enrichment to encourage job satisfaction and retention.

- Leads bi-weekly department staff meetings with administrative announcements, staff successes and concerns and other team building activities.

Client Communication and Satisfaction

- Serves as the liaison between the Legal Department and other departments to collaborate on matter refinement, proper staff assignments and matter resolution.

- Analyzes and develops workflow efficiencies to ensure client satisfaction.

- Manages interdepartmental communications with internal management and other stakeholders.

- Manages responses to internal and external inquiries.

- Leads and manages annual client satisfaction and needs survey.

Department Technology Evaluation and Implementation

- Manages protocols and standards for the OnBase electronic file/matter management system to ensure consistent and uniform usage across the department. Partners with the IT department to analyze system needs and implement configuration adjustments. Assesses and identifies training needs related to the technology platform.

- Researches and understands emerging technology solutions, including artificial intelligence and data security in the legal setting. Evaluates options and makes recommendations to leadership regarding technology improvements.

- Manages internal project and training nomination and implementation processes.

- In coordination with IT, leads Request for Proposal (RFP) and other technology product/vendor procurement efforts to ensure departmental needs are accurately represented. Oversees effective deployment and ensures successful departmental implementation of technology in cooperation with IT.

- Partners with IT as necessary to troubleshoot equipment/systems issues. Manages and champions the effective use of implemented technology across the department.

Outside Counsel/Vendor Management

- Negotiates vendor contracts or engagement letters and manages vendor relationships while ensuring quality and cost expectations are met.

- Manages outside counsel sourcing and other vendor procurement processes in accordance with department leadership goals. Develop RFPs for outside vendors, including outside counsel, as needed.

- Research and sources outside counsel specialists in anticipation of business needs and maintains information repository for future use. Manages spend analyses of outside legal services in relation to department budget and engagement terms.

- Maintains a repository of relevant law firm engagement documentation.

- Manages staff to ensure timely review, approval, reconciliation and payment of vendor invoices and resolve any processing issues.

Budget Management

- Prepares and manages department budget within Finance Department budgeting platform. Forecasts outside counsel, travel, trainings and other needs of department staff.

- Monitors expenditures and provides Chief Legal Officer with regular budget analysis and management recommendations. Captures, tracks and reports cost savings/cost avoidance and otherwise manage efforts that justify resource investments.

Audit Compliance

- Manages state audit requests for pending and contingent liabilities letters from Legal Department and applicable outside counsel, and other information necessary in response to requests.

Data Analytics

- Manages the collection and data analysis on department operations including staff satisfaction, staffing, equipment, software and other needs. Recommends opportunities for improvement to department leadership.

- Develops department Key Performance Indicators (KPIs) as appropriate. Manages system for capturing work volume, departmental contributions and accomplishments in relation to goals.

Professional Development

- Evaluates, recommends and manages internal or external procurement of technology and other professional training and/or continuing education opportunities in collaboration with HR and IT.

- Fosters a culture of continuous learning and improvement to align professional development efforts with departmental goals.

Strategic Planning

- Develops and implements legal operations strategy aligned with department goals and initiatives set forth in the Sewer District's Strategic Plan.

- Coordinates and communicates annual goal planning, quarterly tracking to capture successes and accomplishments for integration into performance management system and strategic plan tracking.

- Performs other duties of a similar nature as required.

MINIMUM JOB REQUIREMENTS

EDUCATION

- Candidate must possess a bachelor's degree preferably in Business Administration/Management, Operations Management, Public Administration, Legal Administration, English, Political Science or a closely related field.

- Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

EXPERIENCE

- Candidate must possess five (5) years of progressively responsible experience as a Legal Operations Manager or similar role managing the operations of a law firm or in-house legal department. Previous experience in a government environment or for government clients preferred.

- Previous supervisory or management experience preferred.

OTHER REQUIREMENTS

LICENSURE AND CERTIFICATIONS

- Candidate must possess a valid driver's license with a driving record in accordance with the Sewer District's acceptable guidelines.

- Possession of a Six Sigma Certificate preferred.

KNOWLEDGE, SKILLS AND ABILITIES

- Candidate must possess effective written and verbal communication, organizational skills and decision-making abilities.

- Candidate must possess negotiation, conflict resolution and problem-solving skills to address issues and opportunities for improvement.

- Candidate must possess knowledge of local government processes, with a preference for knowledge of resolution creation and adoption procedures and styles.

- Candidate must be proficient in Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint.

- Candidate must be detail oriented and capable of managing large amounts of data, maintain detailed comprehensive records, analyze and organize information, have effective project and time management skills and be well organized.

- Candidate must possess the ability to effectively plan, coordinate, establish and maintain effective working relationships and prioritize workloads based on available resources.

- Candidate must possess ability to continuously take on complex projects and additional responsibilities.

- Candidate must possess strong team leadership and people management skills.

- Candidate must possess knowledge of data analytics, including familiarity with data manipulation and visualization.

- Candidate must possess the ability to lead successful change management and develop and deploy workflow and task management tools and platforms.

- Candidate must possess knowledge of legal technology tools.

PHYSICAL AND MENTAL REQUIREMENTS

During the course of performing the essential functions of this position, the employee must be able to analyze, communicate, comprehend, coordinate, make decisions, possess general intelligence, interact, interpret, negotiate, organize, problem solve, have resilience and perform tasks. Physical work will need to be performed, such as bending, climbing, crouching, driving, kneeling/squatting, reaching, sitting, standing, talking, typing and walking. Repetitive movements will need to be performed such as fine manipulation with both hands. Ability to lift from floor to waist up to 10 lbs. on a frequent basis may be necessary. Position will require visual demands of accommodation, color vision, far acuity and near acuity. Ability to withstand faint to moderate noise exposure for fifteen minutes or longer on an infrequent basis is required.

Pay Range: USD, Commensurate with Experience

$89,945 - $134,918

Our Equal Employment Opportunity Statement

Our Accessibility Statement

Our Education Equivalencies Policy

Our Employee Benefits & Wellness Programs
We offer a comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more! We also have an active Health & Wellness Program that promotes a life/work balance.

DISCLAIMER: The information outlined in this job description indicates the general nature and type of work performed by employees within this classification. It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification.