In this BRB jobs update, I’m pleased to highlight an open role at Davis, Graham  & Stubbs: “New Business Intake Specialist” —

• The New Business Intake Specialist is responsible for reviewing new client and matter documentation submitted through the firm’s business intake system and ensuring compliance with the firm’s policies and procedures regarding conflicts clearance and new business acceptance when attorneys seek to open, close, or modify clients and matters.
• The person in this role is responsible for assembling all of the information necessary for the firm’s Business Acceptance Partners to decide whether or not to approve the proposed new business or changes to existing matters.
• The New Business Intake Specialist is also responsible for overseeing the accurate and timely opening, tracking, and maintenance of all client matters and maintaining the integrity of the firm’s conflicts and client matter database and the firm’s administrative document library.
• The New Business Intake Specialist provides training on the conflicts and new business intake function to firm personnel and acts as a back-up to the Conflicts Analyst when necessary.

Essential Functions:

• Timely review the firm’s new business intake forms and related documents, including conflict reports, engagement agreements, and other relevant documentation for accuracy, completeness, and compliance with the firm’s guidelines and policies prior to approval by a Business Acceptance Partner;
• Communicate with the lawyers and staff involved in a new business request on any changes or additional information that may be necessary before the firm can accept the new business, conferring with the firm’s Conflicts Counsel and Conflicts Analyst where appropriate;
• Coordinate with library personnel to facilitate an investigation of prospective clients using established online databases with a view towards identifying high-risk and/or negative findings, circulating any findings to the firm’s Conflicts Counsel for further instructions;
• Escalate issues concerning exceptions to the firm’s new matter intake policies, including deviations from the firm’s standard terms of engagement, to the firm’s Conflicts Counsel and/or General Counsel prior to approval by a Business Acceptance Partner;
• Submit complete new business packages to the appropriate Business Acceptance Partners for required approvals;
  Once new business has been approved, follow established procedures and guidelines to open files accurately and efficiently;
• Confirm that all ethical walls have been properly established in Aderant, Records, and the firm’s document management system;
• Ensure that copies of fully-executed engagement agreements and waiver correspondence, outside counsel guidelines, ethical wall memoranda, and other engagement documentation have been stored in the firm’s administrative documents site;
• Contribute to an index of material provisions in each client outside counsel and/or billing guideline, circulating relevant documents and/or provisions to appropriate administrative staff;
• Perform regular audits of parties in the conflicts database to ensure accuracy, completeness, and adherence to established procedures, identifying and resolving any discrepancies or issues with others;
• Act as a back-up to the Conflicts Analyst when absences or workload issues arise;
• Provide ongoing guidance and training to attorneys and staff members on proper matter opening and management procedures and forms, including how to read conflict reports;
• Assist with the development, documentation, and implementation of new conflicts and business intake policies and technologies;
• Serve as a liaison between the conflicts and new business team and other administrative departments to efficiently and accurately exchange information utilized by and maintained in IntApp, Aderant, records, and other firm systems;
• Adhere to legal and ethical standards, including confidentiality requirements, when handling client information;
  Stay up to date with changes in regulations and ensure file management practices align with industry best practices; and
• Other projects and duties, as assigned.

Required Skills/Abilities

• Superior focus, attention to detail, and skill in interpreting and analyzing information;
  Sound judgment in identifying potential ethical and other risk management issues in the new business intake process;
• Excellent written and oral communication skills necessary to deliver complex answers to or ask thoughtful questions of attorneys, management, and staff;
• Strong interpersonal skills necessary to interact effectively with firm personnel at all levels;
  Ability to work independently and manage multiple priorities while dependably producing accurate work product within deadlines;
• Ability to engage and work collaboratively with other team members to meet the strategic objectives of the conflicts and new business team;
• Possess a high level of ethical and professional responsibility and superior judgment in handling confidential information;
• Strong ability to learn new technologies, processes, and workflows as necessary; and
• Willingness to keep updated on trends and developments in the industry and to continue to develop skills, knowledge, and ability to improve processes and procedures.

See the complete job posting for more details on the job requirements and to apply for this position.

Learn more about working at the firm on their careers page:

• Davis Graham business professionals are the foundation of our service-based organization
• Excellence in service comes from every member of our team, every day. We are committed to attracting and retaining employees who share our values: integrity, respect, fairness, diversity in background and interests, a good sense of humor, and collegiality.

And if you’re interested in seeing your firm’s listings here, please feel free to reach out…