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HINSHAW & CULBERTSON

Hinshaw & Culbertson LLP, a national law firm, has a full-time employment opportunity for a Legal Secretary in our Miami office assisting our Commercial Transactions team. We offer competitive compensation and an excellent benefits package.
 
Position Summary: 
This Commercial Transactions Legal Secretary has a very busy desk supporting several real estate and corporate transactional attorneys. This individual will be responsible for providing excellent client/customer service.
 
Duties and Responsibilities: 
<ul>
<li>Type, edit, and proofread correspondence, including letters, memoranda and other documents.</li>
<li>Update and maintain databases (i.e., e-mail lists, I-Create info, client matter lists, matter lists).</li>
<li>Interact with clients, visitors and attorneys/staff from other offices via phone, e-mail and in-person.</li>
<li>Open new files, check conflicts of interest, and maintain all client and general files.</li>
<li>Make appointments and travel arrangements; maintain attorneys' case calendars and deadline reminder system.</li>
<li>Process invoices and expenses, follow-up for payment.</li>
<li>Type/prepare real estate transactional documents and corporate transactional documents.</li>
<li>Assist billing department in processing monthly client invoices.</li>
<li>Maintain professional appearance and attitude; maintain good public relations and customer service with clients; maintain confidentiality of attorney-client relationship.</li>
</ul>
Qualifications and Prior Experience: 
<ul>
<li>Must have 5+ years of experience as a secretary within a law firm, with a background in Commercial Transactions (primarily Real Estate and some corporate transactions, such as opening new corporations, filing annual corporate documents, preparing/typing M&A documents, etc.). Applicants without this specific experience will not be considered.</li>
<li>Strong organizational skills with an exceptional attention to detail.</li>
<li>Strong communication, interpersonal and customer service skills and ability to interact effectively and professionally with management, staff and external entities including clients of the firm.</li>
<li>Must be able to work independently, quickly, and accurately with minimal supervision.</li>
<li>Candidates must possess a minimum typing speed of 65 words per minute.</li>
<li>Must be proficient in and have knowledge of relevant software applications (Excel, Word, PowerPoint, and Outlook).</li>
<li>Must be able to maintain a high degree of confidentiality and consistently produce high-quality work product.</li>
<li>Must have the ability to read and understand title reports, leases, loan documents, purchase agreements and other contracts. Familiarity with title company forms, escrow instructions, preliminary title searches, easement descriptions, liens and recorded judgments, policies of title insurance and endorsements, trust deeds and grant deeds.</li>
<li>Must be familiar with escrow disbursements.</li>
</ul>
Note To Agencies and Applicants: At this time, Hinshaw & Culbertson LLP will not be accepting applications submitted through search firms for this position. All qualified candidates must submit their own applications to be considered for this position.
 
As an EEO/AA employer, Hinshaw & Culbertson, LLP will not discriminate in its employment practices due to an applicant's age, race, color, religion, sex, sexual orientation, gender, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.

Real Estate / Corporate Paralegal

Job Summary
 The Payroll Administrator is responsible for the accurate and timely management of multi-state non-exempt employee payroll
 processes. This role entails maintaining comprehensive payroll records, ensuring strict compliance with federal, state, and
 local regulations, as well as company policies. Key responsibilities include calculating wages, deductions, and benefits, and
 promptly resolving any payroll discrepancies. The Payroll Administrator collaborates closely with the Payroll Manager, Director
 of Accounting, Director of Finance, CFO, and Human Resources to develop and maintain seamless end-to-end payroll
 processes that support employee compensation while safeguarding the confidentiality of sensitive information.
 
Essential Job Functions
 1. Manage all activities related to multi-state payroll functions firm-wide for approximately 310 non-exempt staff.
 2. Plan, develop, organize, implement, direct and evaluate functions related to payroll. Initiate and carry out change
 management to improve productivity and achieve department and firm goals.
 3. Support the Payroll Manager in executing annual external audit activities within the scope of payroll responsibilities.
 4. Understand and proactively address multi-state payroll taxation and regulatory issues to avoid potential problems.
 5. Work with the Payroll Manager to help set up new company pay codes, payrolls in new state taxing jurisdictions, etc.
 6. Understand payroll journal entries, as well as payroll bank and account reconciliations to facilitate reconciliation by
 Accountants. Research and investigate underlying transactions to identify and resolve discrepancies.
 7. Collaborate extensively with Human Resources to identify and resolve issues and ensure seamless end-to-end
 processes. Ensure compliance with Accounting best practices and firm policies.
 8. In collaboration with the Payroll Manager, provide guidance and direction to Office Managers, Practice Group Leaders,
 Administrative Leaders, and Attorneys to ensure compliance with payroll and other financial policies and adherence to
 best practices.
 9. Proactively identify and discuss issues and their resolution as they arise, review payroll best practices and firm policies,
 and plan for fluctuations in workload during busy seasons.
 10. Assist the Payroll Manager in any special projects throughout the year.
 Minimum Job Qualifications & Prior Experience
 1. Bachelor's Degree or equivalent experience required. Certified Payroll Professional designation preferred.
 2. 3-5 years of payroll experience.
 3. Extensive knowledge in payroll systems, payroll processes, taxation, and garnishments. Three years recent experience
 using Workforce Now platform preferred.
 4. Knowledge in other areas of Accounting and Finance, including: Treasury Management, Auditing, and Bank and Account
 Reconciliations preferred
 5. Proven ability to collaborate across multiple departments and all levels within the firm and build consensus to improve
 processes and achieve department and firm goals.
 6. Experience applying strategic analytical and problem solving skills to complex payroll issues while considering sound
 payroll practices and utilization of the payroll system which result in optimal resolution.
 7. Exceptional ability to organize and prioritize multiple competing priorities in a high pressure environment while completing
 projects in a timely and professional manner.
 8. Excellent interpersonal communication and writing skills with the ability to interact professionally with all levels within the
 firm.
 
This job description is intended to describe the general nature and level of the work being performed by employees in this job.
 It is not intended to be a complete list of all responsibilities, duties, and skills required for this job classification.
 
As an EEO/AA employer, Hinshaw & Culbertson, LLP will not discriminate in its employment practices due to an applicant's age, race, color, religion, sex, sexual orientation, gender, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.

Payroll Administrator

Join HINSHAW & CULBERTSON and explore 2   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

HINSHAW & CULBERTSON

ABOUT_COMPANY

Real Estate / Corporate Paralegal

Payroll Administrator