New Business Intake and Conflicts Analyst
The New Business Intake and Conflicts Analyst is responsible for the oversight of the new business intake process, including the accurate and timely identification and resolution of conflicts affecting the opening of new client matters and the clearance of new hires. They will work collaboratively with attorneys, legal support, and administration to ensure accurate completion of the business intake process. The position is expected to grow over time to include leadership on various risk management activities
Job Summary:
- Responsible for oversight of the new business matter intake process and the ongoing development, implementation, and monitoring of a robust and timely conflict of interest management plan.
- Provides quality assurance with respect to the new business intake process to ensure that information is accurate and complete and that the steps of engagement are in place to provide a seamless experience.
- Assists firm attorneys in identification and resolution of conflicts of interest. Works closely with attorneys and legal administrative assistants to gather necessary data to complete client account opening process.
- Ensures the collection and maintenance of accurate records related to intake of new clients, including the firm’s conflicts records, intake forms, engagement letters, and conflict waivers.
- Uses internal and external resources to conduct factual research relating to the resolution of potential conflicts, including determining the status of and analyzing existing waivers; researching corporate relationships of affiliated companies; and engaging in conversation with the attorneys to gather information and/or clarification.
- Requests and records all necessary conflict resolution documentation.
- Runs monthly reports confirming all client intake documentation has been received and saved according to policy and communicates regularly with the Records Department to ensure new matter redwelds have been prepared and distributed in a timely manner.
- Ensures accurate recording of practice group and type of law data in the client intake process. Develops process for updating conflicts as new parties are added.
- Acts as a resource and subject matter expert for attorneys and staff on professional rules with respect to conflicts of interest and any and all matters related to the intake of new clients, new matters, lateral conflict clearance, etc. Prepares conflicts reports for Practice Group Chairs and Risk Management Committee.
- Provides ongoing training as needed on the new business intake and conflicts process.
After implementation of new software, internal processes and other change management support, the position is expected to evolve to take on additional responsibilities related to risk management, including supporting the business continuity and insurance programs as well as operational best practices and policies.
Position Requirements:
- Bachelor’s Degree with 4-6 years of experience in law firm new business intake, conflicts, compliance, regulatory operations, or a related field. Experience using Elite 3E or other law firm financial software is a plus.
- Juris Doctorate is considered a plus but is not required.
- Demonstrated subject matter expertise in legal ethics and conflict rules, practices, and procedures.
- Experience leading and training on company-wide initiatives.
- Ability to organize and prioritize numerous tasks and complete them under time constraints.
- Must have strong organizational, research, analytical, writing, and communication skills with the ability to support training throughout the organization.
- Ability to demonstrate impeccable integrity in personal and fiduciary matters.
- Interpersonal skills necessary in order to communicate with a diverse group of attorneys and staff and provide information and “customer service” with ordinary courtesy and tact.
- Proficient in Microsoft suite.
About Hemenway & Barnes LLP:
Hemenway & Barnes LLP is a law firm specializing in the preservation and management of the personal, business, family, and financial assets of its clients. As one of the oldest firms in New England, the people at Hemenway & Barnes have earned a long-held reputation as premier trustees, advisors and attorneys.
Hemenway & Barnes is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, national origin, sexual orientation, gender identity, age, veteran status, disability status, or any other applicable characteristics protected by law.
We encourage applications from a diverse pool of candidates and base employment decisions on business needs, job requirements, and individual qualifications.
We support an inclusive workplace and are committed to creating a welcoming environment for all employees.
To Apply:
If you possess the skills and credentials we are looking for, please submit your resume and cover letter, in strict confidence, for consideration to hr@hembar.com