Conflicts Assistant

Overview

The Conflicts Assistant supports and works with a team of Conflicts Analysts by assisting with the processing of new intake requests from submission through number assignment. This person will perform front end processes of assigning client/matter numbers and create standard party records as well as processing all IP patent prosecution and trademark/copyright registration matters.  Additionally, the Assistant will respond to general intake questions from attorneys & assistants via phone and email and handle general tasks associated with the firm’s intake system and performs OPEN conflicts database cleanup. 

Responsibilities

• Respond to a steady volume of phone inquiries regarding use of the firm’s intake system, status of forms, and conflict and intake procedures. Direct any phone calls received from outside callers to the appropriate attorney
• Respond to all inquiries sent to the department's internal email box by attorneys and assistants. Route conflict related inquiries and waivers to the appropriate staff
• Review and process all submitted IP patent prosecution and trademark/copyright registration matters, as well as all submitted new matter/new sub-matter forms, which do not require a conflict check, to ensure accuracy and completeness. This includes, for example, intake coding and billing arrangement descriptions. Communicates any conditional number assignment requirements to the submitting attorney and works with both the submitting attorney and the approver to resolve any questions regarding conditions
• Receive and process approved intake forms for client/matter number assignment; creates and maintains standard party records in conflict database. Create declined matter numbers for all work which was declined due to an unresolvable conflict
• Assist department staff and attorneys’ assistants with locating and identifying the status of intake forms and transferring or moving forms among assistants. Purge all forms that are requested to be cancelled by attorneys or assistants, asking about the acquisition of confidential information where appropriate. Follow up with submitters on cancelled Additional Parties forms to determine if party was involved in the matter. Approve forms on behalf of OPEN approvers in various stages including Billing Partner review, OMP and/or PGC review stages
• Perform ongoing database cleanup work involving reducing and eliminating multiple standard parties for the same entity in OPEN. Perform other related duties as assigned, including but not limited to, various department project initiatives. Work with attorneys, assistants and other end users to receive finalized copies of engagement letters, disengagement letters, Outside Counsel Guidelines, and other intake-related documents. Review these copies and note any discrepancies between the draft letter and the finalized letter; routes any such discrepancies to the Conflicts Analysts for further handling. Image these documents for inclusion in the firm’s Document Management System

Qualifications

• Bachelor’s Degree preferred 
• Minimum of one (1) year of professional work experience required

• Must have strong communication, customer service and organizational skills