BIC Intake Specialist

Cooley•San Francisco, CA

14h•Onsite

About The Position

Cooley is seeking a BIC Intake Specialist to join the Business Intake and Conflicts team. Under the supervision of the Regional Associate Director of Conflicts or BIC Supervisor (New Business), the BIC Intake Specialist will focus on New Business Intake. The BIC Intake Specialist will also work with the support of other members from across BIC divisions.

Requirements

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Available to work overtime, as required
3+ years applicable experience (e.g., prior knowledge of conflicts of interest, document review, intake, and/or corporate law practice)
Knowledge of American Bar Association’s Model Rules of Professional Conduct and California State Bar Association’s Rules of Professional Conduct

Nice To Haves

Bachelor’s degree
Paralegal Certificate preferred or completion of an ethics course in paralegal program
Prior experience as a paralegal, intake coordinator, or conflicts analyst
Excellent attention to detail
Strong verbal and written communication skills
Ability to organize, prioritize and coordinate multiple activities
Strong judgment
Team-player with collaborative spirit
Unwavering ability to handle and maintain confidentiality regarding firm information, projects, client data (if applicable)
High level of professionalism at all times

Responsibilities

Process and analyze all new intake requests for matters for potential, existing, and former clients
Review data quality issues (errors, inconsistencies, gaps) and changes / additions made in between conflicts clearance and intake review that may impact original conflicts analysis
Communicate with all users (named attorneys, their assistants, submitters, etc.) regarding above-referenced intake issues as well as any potential risk management procedures pertaining to the opening of new client/matters
Prepare and present appropriate information (e.g., engagement letter reviews, credit reports, litigation history reports, discounts, client requested guidelines, etc.) to approval partners
Resolve any follow-up queries from approval partners
Identify and facilitate additional “special” approvals (e.g., law firm engagements, cannabis)
Document accurately and effectively provide documentation from end users, business process rationales, and approvals received to date; notate requests appropriately for downstream processing highlighting any additional requirements still outstanding
Facilitate and perform changes to client and matter master data (in applicable systems) consistent with policies, procedures, and technical integrations
Monitor the Business Intake support mailbox to assist attorneys and other users (including internal BIC members) with any intake questions/issues or status requests.
Delegate accurately, timely, and appropriately to other BIC (or firm) divisions where best handled elsewhere
Escalate appropriately any potential operational or customer service issues to BIC Intake Team Lead or Director
Facilitate upload process for large numbers of matters
Perform limited / basic conflicts searches, as necessary
Assist with testing on new software and changes made to existing software
Create administrative matters (CGC, shadow, etc.) and any related ethical wall setup / maintenance
Assist with integration errors
Assist with training sessions / follow up review of software updates for users
All other duties as assigned or required