Conflicts and New Case Intake Administrator

The Conflicts and New Case Intake Administrator ensures the timely and accurate processing of conflict checks, input and review of interested and adverse parties, and the new client intake process. The Conflicts and New Case Intake Administrator will be responsible for the accurate and complete entry of new client information as well as any changes. Maintains positive contact with attorneys and staff and observes confidentiality of client and firm matters.

Job Summary

  • Performs thorough conflict checks through a wide range of research on all new matters and updates to existing matters as requested. Assist firm attorneys in identification and resolution of conflicts of interest; Coordinate receipt and documentation and preparation of engagement letters and client waivers and/or consents; Communicates findings to the appropriate billing partners, legal Administrative Assistants, and HTC CFO and obtains written confirmation of exceptions procedures as it relates to the new account opening process. Maintains files of exceptions.
  • Opens new client matters in strict adherence to Firms Billing and Collection procedures and Trust Company processes.
  • Prepare and implement screens/firewalls when required in connection with new business.
  • Works closely with Legal Administrative Assistants and Attorneys to gather necessary data to complete Client Account Opening process.
  • Reviews billing guidelines of clients and setup of matters accordingly. Works with Billing Clerk to communicate non-standard rate matters.
  • Requesting and recording all necessary conflict resolution documentation, including Attorney Approvals, Waivers and Engagement Letters.
  • Creates firm New Client Report files.
  • Manages Matter file closings and requirements
  • Performs data integrity checks in accounting software and document management system.
  • Provides training and guidance to Legal Administrative Assistants and staff regarding conflicts and intake policies and procedures.
  • Prepares reports for Practice Group Chairs and Risk Management Committee.

Position Requirements

  • Bachelor’s degree preferred.
  • 5+ years of experience in legal field as legal assistant or other comparable position; or 5+ year of experience researching conflicts of interest.
  • Ability to organize and prioritize numerous tasks and complete them under time constraints.
  • Elite database or comparable database search experience preferred.
  • Must have strong organizational, analytical, writing, and communication skills.
  • 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.

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