Careers

Job Summary:

This individual will be responsible for conflict checking new clients and matters and setting up the client matters in our accounting system based on specific direction of the Firm’s attorneys and secretaries. In addition, this individual will have primary responsibility for training new employees on intake, ethical and HIPAA screening processes, and provide back-up support as needed.  Other duties may be assigned.    

ESSENTIAL FUNCTIONS:

MATTER INTAKE

• Communicates with attorneys and secretaries to gather required information for new clients or matters.
• Performs conflicts checks against relevant parties.  Communicates results for attorney review.
• Troubleshoots and works closely with attorneys and loss prevention attorneys to resolve any issues that arise during the conflict checking process.
• Verifies or enters contact information on required parties in the appropriate information base.
• Manages the assignment of client and matter numbers.
• Manages the file opening process. 
• Tracks matter intake through the shareholder review process.  Marks matter as open or declined, as appropriate.  Communicates status with appropriate secretary.
• Enters billing matter setups in the accounting system; updates rate overrides, statement formats and other setup issues as needed.  Relates relevant contacts and related parties’ matters to the new matter.
• Trains new secretarial staff in matter intake, opening file and billing matter setup procedures as part of their orientation.
• Manages legacy information bases.  Updates appropriate information as it is entered into current systems.  Reconciles incorrect or incomplete information.

CONFLICTS

• Performs ethical screen searches and handles the Firm’s procedures relative to setting screens in the Aderant system.
• Prepares annual ethical screening reminders and reports to the Firm.
• Performs HIPAA screens and works with the IT Department in securing matter workspaces.

REFERRALS

• Tracks referrals in the Meritas system and completes periodic reporting with Meritas.

MINIMUM QUALIFICATIONS:

• High School Diploma with minimum 5+ years related work experience in a financial environment is required.
• Associate’s Degree or equivalent from two-year college or technical school and two years experience is desired.
• Able to work off-hours as needed.
• Experience with Aderant Back Office accounting software a plus.
• Previous Law Firm experience is desirable.

MINIMUM KNOWLEDGE/SKILLS REQUIRED

• Applies functional reasoning, rational judgment and creativity to resolve problems and accomplish work assignments.
• Maintains confidentiality and exercise sound judgment.
• Attention to detail to ensure accuracy.
• Prepare and organize data for professional reports using various resources, software applications including Microsoft Word and Microsoft Excel.
• Portray professional manner and appearance consistent with Firm’s image.

• Demonstrates ability to communicate in a proficient, tactful, and confident manner.
• Must be honest, have a high degree of integrity and be a team player.
• Must effectively present information and respond to questions from attorneys and secretarial/support staff.
• Competently operates office equipment including computer, fax, scanner, calculator, copier, and telephone system.
• Ability to read, write and perform basic math functions.
• Independent worker, ability to prioritize and complete multiple tasks in a timely manner.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Repetitive hand motion
• Close vision is required
• Maximum lifting requirements up to twenty five pounds
• Standing and/or sitting for extended periods of time