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, Miami, New York, Philadelphia, Chicago, Denver, Seattle, Bozeman, and Washington, DC.

Earthjustice’s Mid-Pacific regional office opened in 1988 to protect natural and cultural resources throughout Hawai‘i and the Mid-Pacific region. The only non-profit environmental law firm in Hawai‘i, Earthjustice works with local and national groups to protect fragile marine and island ecosystems, restore water and cultural rights to native communities, promote clean energy, and address threats to health.

The person in this position is responsible for the efficient functioning of the Mid-Pacific regional office in Honolulu, which includes six attorneys, one litigation assistant, and one part-time counsel. S/He manages the administrative aspects of the Mid-Pacific Office, provides backup litigation support as needed, and acts as liaison between the Mid-Pacific office and other Earthjustice departments.

This position is located in Honolulu, HI.

Responsibiliities:

Finicial Administration (30%)

• Process expenses, including review, approval, and payment; maintain petty cash account; and maintain records for all office financial transactions
• Handle client IOLTA accounts and records in coordination with HQ Finance
• Manage timekeeper database for professional services, produce and maintain time record reports for attorney review and fee/cost applications.
• Manage client contracts, billing, case cost records and cost database
• Work with Managing Attorney to produce yearly Mid-Pacific Office budgets and mid-year adjustments; review monthly financial reports in communication with HQ Finance

 Facilities Maintenance (<5%)

• Organize the acquisition and maintenance of office equipment
• Solicit and select vendors, maintain accounts and purchase supplies, equipment. and services
• Assist Managing Attorney with lease negotiations and act as liaison with building manager
• Maintain and communicate sanitary, security, and emergency procedures

Personnel Administration (<5%)

• Coordinate with relevant HQ departments on recruiting and hiring processes, orientation and onboarding for new hires, and processing of departing staff
• Process staff timecards for submission to HQ Human Resources
• Serve as liaison between Mid-Pacific office and HQ on office management and HR-related discussions
• Handle attorney filings and records for mandatory CLE, bar membership, lobbying, and other legal practice administrative requirements

 Office, Litigation, and Program Support (65%)

• Maintain operation of all basic office equipment (computers, printers, postage meter, fax machines, copier, scanner, etc.), troubleshoot issues, and coordinate service and repairs
• Coordinate with HQ Information Technology department to provide technical assistance to staff in the use of law office software (Word, Excel, PowerPoint, Outlook, iTimeKeep, ProLaw, etc.)
• Organize staff meetings on administrative matters; maintain reference library, office e-mail account, contact lists, instructions and forms, and administrative entries in office calendar
• Provide administrative support for program work as needed, including broadcasting media releases
• Provide overflow support for litigation, including formatting and document preparation, basic cite checking and proofreading, court or agency filings, legal service, drafting transmittals and administrative correspondence, and related litigation duties, as needed
• Assist attorneys with administrative matters related to opening new cases, including conflict checks, case database entry and updates, client representation engagement contracts, and litigation hold letters
• Assist with administrative aspects of office trainings, retreats, and other teambuilding functions
• Handle office and phone reception and mail processing (shared responsibilities with Litigation Assistant)
• Assist with intake of and responses to inquiries requesting attorney representation, consistent with office protocols
• Work with HQ and office staff to process and track local donations and assist with donor relations, including thank you cards, donor reports, and donor events

Qualifications:

• Bachelor’s Degree, paralegal studies certificate, and/or relevant experience
• Ability to prioritize, multitask, and to work well under deadline pressure, with highest attention to detail
• Self-motivated and able to work independently without supervision
• Good problem solver
• Excellent organizational skills
• Excellent interpersonal skills
• Excellent verbal and written communication skills; familiarity with ‘Ōlelo Hawai‘i and Hawai‘i Pidgin English is a plus
• Basic knowledge of office equipment
• Familiarity with accounting, computer, legal office, civil litigation, and human resources procedures
• Proven skills in word processing and other office applications, e.g., Word, Outlook, Excel, and Windows OS
• Interest in and knowledge of environmental issues desired, but not necessary
• Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations; familiarity in the history and culture of Hawai‘i is a plus
• Contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences.