Conflicts Systems and Data Analyst

Ropes & Gray•Boston, MA

5h•Hybrid

About The Position

The Conflicts Systems & Data Analyst plays a key role in the firm’s risk management function by ensuring the highest standards of data integrity across all relevant processes and systems. This position reports to the Conflicts Systems and Data Supervisor and collaborates closely with Conflicts Counsel, other members of the CICC, Partners, Associates, and various administrative departments across the firm. This position is responsible for maintaining accurate client, matter, conflicts, and ethical wall data and ensuring full compliance with firm and departmental policies and procedures.

Requirements

Must demonstrate the ability to maintain strict confidentiality regarding the firm’s internal and personnel affairs.
Must willingly accept and proactively perform delegated assignments in a cooperative manner, subject to manager supervision.
Able to interact effectively with colleagues at the firm, including attorneys and support staff.
Able to be a proactive self-starter who understands the details within a much larger context.
Must be flexible in order to respond quickly and positively to shifting demands and opportunities; able to work under tight deadlines and handle multiple, detailed tasks.
Must have strong data management skills.
Must be team-oriented and able to share information, goals, opportunities, successes, and failures with the appropriate parties.
Must pay attention to detail and have the ability to follow up and follow through.
Engage and collaborate with team members through the presentation of ideas and recommendations regarding best practices, continuous improvement, departmental processes, policies, and procedures.
Provide support and assistance on important team projects and initiatives, when required.
Bachelor’s degree required.
Must possess strong PC and data entry skills, analytical and problem-solving skills, verbal and written communication skills, and a service orientation.

Nice To Haves

Experience in conflicts of interest, new business intake, or related risk management processes in a law firm environment preferred.
Experience with the following software programs preferred: Intapp Intake and Compliance, iManage Security Policy Manager, Elite 3E, Microsoft Excel, and Microsoft Word.

Responsibilities

Ensure the accuracy of data derived from new business intake forms in multiple databases to support regular reporting and firm-wide access to accurate client matter information.
Assist with maintaining firm databases by performing updates, corrections, and changes to client, matter, and attorney information—including updating departed attorneys, closing clients and matters, processing name and address changes, handling outside position requests, and revising the New Business Report.
Provide ongoing quality control and periodic audits to ensure the consistency and accuracy of data in firm systems.
Perform other administrative duties and special projects, as assigned.
Support the firm’s new business intake process by thoroughly reviewing and analyzing new client and matter requests for compliance with firm and departmental policies.
Ensure all information submitted via the intake system is complete and accurate, respond to inquiries, and provide updates on requests.
Maintain quality control over the intake, opening, and maintenance of client and matter records.
Request, obtain, and properly record all necessary documentation, including executed waivers and engagement terms, as well as various substantive provisions of those terms.
Periodically follow up on any outstanding engagement terms and ensure any exceptions are properly approved.
Develop a working knowledge of special circumstances for certain clients and manage related data as needed.
Track and report on various data points related to new business intake, including declined matters, clients without full advance waivers, and outstanding engagement terms.
Participate, as appropriate and in coordination with the firm’s Conflicts Product Manager and the Senior Manager of the Conflicts Department, in the development and implementation of technology initiatives related to outside counsel guidelines.
Build, maintain, and monitor ethical walls in accordance with client requirements, firm policies, and applicable ethical rules.
Partner with attorneys, practice groups, and administrative departments to ensure that ethical wall requirements are accurately implemented and consistently enforced.
Uphold the firm’s expectations for accuracy, integrity, and stewardship in all aspects of ethical wall creation and data review.
Act as a resource to attorneys and staff, providing clear guidance on confidentiality protocols and ethical wall processes.
Maintain meticulous documentation to support audit readiness and compliance transparency.