Careers
Quinlivan & Hughes, P.A. is a Minnesota-based law firm that seeks to attract high-performing professionals committed to serving one another, our clients, and our communities. Current job opportunities include:
Learn more about our opportunity below:
Firm Administrator
Quinlivan & Hughes, PA, a growth-minded AV-rated firm with offices in St. Cloud, Long Prairie, Monticello, and Little Falls, MN seeks a dynamic individual with demonstrated leadership attributes to become its Firm Administrator. The Firm Administrator oversees all day-to-day administrative and management functions of the Firm. The firm has 47 employees, with 21 attorneys. The ideal candidate has a minimum of ten years of experience with professional services firms and possesses proven financial management, operations, and practice development skills. This position will be primarily based in the St. Cloud Office.
The Firm Administrator is given considerable authority and autonomy to achieve Firm goals and objectives, including improved operating efficiencies and enhanced profitability.
Supervision Received: Board of Directors
Supervision Given: Office Manager and Network Administrator; also supervises productivity and development of associate attorneys and paralegals
Job Summary: The Firm Administrator oversees all operations of the firm, ensuring it functions in a productive and efficient manner to meet the firm’s business and strategic objectives. The Firm Administrator is the key leader with responsibility for managing functional areas including administration, finance/accounting, human resources, technology, facilities management, board support and practice development, and marketing and communications. Within budgetary parameters, the Firm Administrator has the authority to maintain administrative staff to carry out these duties. This position will work collaboratively with the Board of Directors to develop the firm’s short- and long-term strategic plans.
Essential Duties and Responsibilities:
- Administration
- Serve as the firm’s liaison with the bank, accountant, government agencies, insurance agents, employee benefits’ providers, professional associations, vendors, and similar groups.
- Supervise Office Manager who has responsibility for office management, including billing, accounts receivable, accounts payable, bank reconciliations, payroll, benefits enrollment, conflict checks and file opening and closing, reception, incoming and outgoing mail and other deliveries, messenger service, office equipment, office supplies, reproduction, and housekeeping.
- Supervise Network Administrator who has responsibility for firm’s information systems, digital security and storage, and database management.
- With the Office Manager and Network Administrator, ensure maintenance and security of the buildings leased by the firm
- Finance/Accounting
- Supervise the firm’s cash flow, adherence to budget, and tax planning and compliance.
- Manage the firm’s financial reporting, including monitoring financial statements, providing regular updates to the Board on the firm’s financial performance.
- Develop annual budget for firm, and report on budget-to-actual throughout the calendar year
- Produce annual forecasts and develop plans for office systems, building improvements, furnishings, and other capital outlays, as well as financial forecasts and analyses for prospective strategies such as lateral hires, acquisitions/mergers, and new office locations.
- Develop structure of credit administration to assist in billing and collecting fees and costs from clients, controlling cash receipts and investing idle funds.
- Human Resources
- Collaborate with Office Manager on maintaining effective hiring and retention practices of employees, including recruitment, selection, placement, orientation, performance evaluation, salary and benefits administration, employee relations, motivation, morale, discipline, and termination.
- Ensure efficient organizational infrastructure of non-attorney staff; work with Board to determine appropriate attorney composition.
- Enforce employee policies, and make sure updates are adopted as needed.
- Maintain appropriate compensation structure for all employees.
- Oversee administration of benefit programs, making recommendations for changes to modify coverage and to control costs, and analysis of new programs as needed.
- Technology
- Supervise and work closely with the Network Administrator to implement technology initiatives.
- Ensure effectiveness of firm-wide technology applications, including support for users.
- Develop and implement the firm’s capital expenditures and operating budgets for IT.
- Board Support
- Participate in meetings of the Board of Directors, having prepared the meeting agenda and supporting data and materials required for discussion and decision.
- Serve as a member of and coordinate the activities of all firm committees.
- Coordinate the firm’s strategic planning process and seek means for improving the firm’s financial performance.
- Practice Management Support
- Work with the Practice Group Chairs to develop systems for work assignment, workflow, workload control, and general coordination among the practice groups and with administration, to provide reliable and efficient service to clients and potential clients.
- Work with Practice Group Chairs and individual attorneys to help bolster their practice, and assist attorneys and paralegals with production or other performance issues and suggest solutions.
- Develop business production plans with Practice Groups and individual attorneys to grow the practice.
- Assist in the integration of new attorneys.
- Communications and Marketing
- Maintain good communication among members of firm about firm initiatives and strategies.
- Along with the Board, keep Shareholders informed of firm business matters and management decisions.
- Oversee appropriate marketing budget and support marketing activities including client events.
Qualifications
- Minimum five (5) years experience in management and administration of an office, with professional services firm environment, preferred
- Strong financial skills are required.
- Effective organizational, communication, leadership, and interpersonal skills are required.
- Excellent problem-solver and team player, with a “Firm first” attitude and mindset.
- Must work effectively with other motivated professionals in a challenging, fast-paced environment.
Compensation Package: Salary is commensurate with experience and credentials. A full benefits package is also included.
Reporting Relationships: Reports to the Firm’s Board of Directors.
Interested candidates should submit a letter of interest, resume, and a list of references to Human Resources, electronically to [email protected] or by mail to PO Box 1008, St. Cloud, MN 56302. This position will be open until filled.