Responsible for supervising the daily functions and personnel of the New Business Intake Department, including coordinating staffing, workflow, and training. The position also functions as a Conflicts Analyst, who works on a team that is responsible for analyzing conflicts data and preparing conflicts reports, maintaining the conflicts system data, and conducting training for professional assistants.
Primary Duties and Responsibilities
o Oversees the daily operations of the New Business Intake Department, coordinating staffing and workflow, to ensure all functions are performed effectively and efficiently.
o Monitors the workflow in the conflicts/new business intake system to allocate workload as needed. Troubleshoots and works with Director to resolve issues. Consults with other departments as needed.
o Performs certain maintenance tasks and provides support in the conflicts/new business intake system.
o Approves timesheets, Paid Time Off and Exempt Vacation for New Business Intake team.
o Works with Director to draft annual performance reviews for New Business Intake team.
o Provides coaching, training, and professional development for New Business Intake team as needed throughout the year.
o Serves as first point of contact for Human Resources issues that arise with team members, working with the Director to resolve them.
o Reviews submitted conflict search requests for accuracy and completeness, and follows up with the attorney or professional assistant as necessary.
o Constructs concise conflicts searches based on flexible search techniques.
o Reviews and analyzes conflicts data post-search, preparing conflicts reports for attorneys and providing additional comments and information.
o Conducts due diligence research on potential clients and adverse parties in external databases.
o Answers questions from attorneys regarding the analysis of the conflicts data in a thorough yet succinct manner.
o Conducts formal and ad-hoc training for professional assistants on the new client/matter form and workflow.
o Manages conflicts data, including clients, matters, parties, warnings, notes, synonyms, and aliases.
Secondary Duties and Responsibilities
Performs other duties as assigned.
o Job is performed in a typical office environment, but is often subject to time pressures and constraints. Requires flexibility with hours and work must meet deadlines and handle rush requests.
o Periodic on-call weekends are required.
Education: Bachelor’s degree required.
Experience: Five years’ experience in a law firm. Minimum three years of supervisory experience required.
Special Knowledge: Demonstrated knowledge of the business of a large civil law firm, including the following: 1) having a solid understanding of what “matters” are, 2) understanding the difference between transactional and litigation work, and 3) having a general understanding of parties and how they are related in transactional and litigation work.
Technical Skills: Proficient use of PC and MS Office. Significant exposure to other law firm software and high comfort level with learning new systems.
Attributes: Must have exceptional written and verbal communication skills with the ability to explain complicated data to attorneys. Must possess a high level of analytical and critical thinking skills, meticulous attention to detail, and be able to identify potential issues and anticipate questions from attorneys and professional assistants. Must be able to effectively manage people and workflow in an electronic work queue, multi-task, provide excellent customer service, and be adaptable to change. Must possess strong teamwork, organizational and time management skills, and be able to work effectively with firm personnel at all levels. Must be self-motivated and able to problem-solve.
Other Qualifications: Ability to handle sensitive and confidential information in the proper manner