Reports to the Chief Operating Officer.
This position will conduct and analyze advanced searches of existing and potential clients to avoid potential legal conflicts and oversee the firm’s records process.
ESSENTIAL JOB FUNCTIONS:
“Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.
- Review and analyze new business conflict reports, including calling attorneys to verify information contained within the report. For requesting attorney, prepare a summary of potential conflicts identified and recommend appropriate responsive action.
- Plans, develops and implements records management policies and procedures intended to standardize filing, protection and retrieval of records, reports, and other information contained in various storage media. Develops and promotes policies and procedures for determining and verifying the appropriate disposition of all records related to the legal practice and administrative functions of the firm and its members and employees.
- Researches, develops and implements records retention schedules as needed for all administrative and client files.
- Oversees new employee orientation as it relates to records and conflicts policies and procedures; transfers files to clients and outside counsel; and coordinates records and conflicts issues as they pertain to lawyer arrivals and departures.
- Assist attorneys in communicating with responsible attorney to determine the nature of the potential conflict and whether such conflict may be waived.
- Draft conflicts waiver requests, where applicable, for requesting attorney and responsible attorney. Waiver requests or conflict disclosures will be communicated by the requesting or responsible attorney to the prospective or existing client.
- Advise firm counsel and/or firm management, as necessary, during the conflict resolution process for appropriate approvals or decisions.
- Responsible for completely and accurately documenting conflicts resolution and recording this information with the appropriate client and matter file.
- Assist firm counsel in clearing lateral or contract attorney candidates by communicating with the candidate and responsible attorneys.
- Review conflicts clearance questionnaires for new hires.
- Identify and remove out of date information from the conflicts database through research and communication with responsible attorneys.
- Research and analyze potential and current client corporate family affiliations.
- Review and advise Professional Quality Assurance Committee on external client engagement agreements, litigation guidelines, or any other additional client originated supplemental engagement terms or agreements.
- Draft and review HIPAA Business Associate Agreements with outside vendors and clients.
- Maintain HIPAA cleared vendor and client databases.
- Research and advise attorneys on client related ethical issues.
- Directly supervise two employees in the Records Department.
- Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
- Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; providing performance feedback; counseling and documenting performance problems and recommending disciplinary action when appropriate.
- 3+ years’ experience in conflicts clearance in a law firm.
- Ability to lead and manage a team.
- Excellent written and oral communication skills.
- A risk management mindset with keen attention to detail.
- Ability to exercise discretion and good judgment.
- Maintain flexibility as priorities/tasks change.
- Bachelor of Arts Degree Required
- Juris Doctorate (bar admission in at least one jurisdiction)
Normal office environment with little exposure to excessive noise, dust, temperature and the like.
Work occasionally requires more than 40 hours per week to perform the essential functions of the position.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential responsibilities or requirements.
Please send resume to firstname.lastname@example.org