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Law Firm
Legal Staff
1-2 yrs required
Compliance Coordinator Duties: Assisting with a variety of projects involving audit letters and other client-driven initiatives. Maintains professionalism and strict confidentiality in all client and Firm matters. Maintain accurate and comprehensive documentation of compliance activities to successfully meet requirements of the Firm’s malpractice insurance carrier. Prepare submissions to outside auditor’s inquiries in accordance with the Firm’s Responses to Auditor’s Inquiries Practice Manual utilizing the Auditor’s Response Letter application to facilitate the information gathering and tracking process. Managing all facets of the Audit Letter response process from inception through completion and performing follow up on the Audit Letter process, including: initiating timekeeper surveys, preparing draft response letters, obtaining necessary signatures, attaching final letter, updating database with completed status, distributing the finalized letters, updating the audit request sheet and billing time for each audit performed. Responsibilities also include conducting searches and performing analysis using various databases. Ensure effective ongoing compliance by monitoring, gathering, analyzing, preparing data for submission and maintaining a complete audit trail of all compliance tasks. Ensure exceptional client service levels are achieved in delivery of services to legal executive/legal administrative assistants, paralegals, attorneys and vendors. Provide prompt and professional responses to status inquiries and Audit Letter revision requests from Attorneys and legal executive/legal administrative assistants. Track, scan, copy, and file completed forms, letters and other source documents. Assist all Departmental staff with locating and identifying the status of all forms. Maintain Departmental filing system, including creation, organization and transfers to secure offsite storage. Participate in maintaining a highly secure and protected compliance information system that supports the monitoring and enforcement functions within the Conflicts Department. Perform data entry to maintain various databases using current technologies. Evaluate current and proposed technologies and recommend improvements for increased compliance maintenance and enforcement. Participate in the development and implementation of new technologies. Develop, create and publish content and maintain Compliance Page on the Firm’s intranet site as a means of keeping all Firm personnel informed on specific compliance activities. Work with Senior Deputy Conflicts Counsel to plan and conduct regular trainings for legal executive/legal administrative assistants, attorneys and other members of the Conflicts Department on the Audit Letter Process and Application and other compliance policies. Participate in the training and education of Firm personnel on the Firm’s policies and procedures relating to established compliance policies. Define complex conflict search strategies. Analyze result set by filtering hits to ensure that anticipated results reflect potential conflicts and that false hits are eliminated from the results. Initiate and track correspondence by contacting the appropriate individuals to clarify ambiguous or missing information that is required. Handle urgent service requests including, audit letter responses, bar admission verifications, Firm attorney positions as Director & Officers, lateral hire searches, expedited requests and regular requests for client matter opening. Perform Conflict Analyst I duties when business needs dictate (including, performing research, running conflict searches and analyzing search results in conflicts database). Assist with special projects as requested by the Chief Professional Standards Officer and/or the Senior Deputy Conflicts Counsel.
Qualification and Experience
Qualifications: Bachelor’s degree is preferred. Associate’s Degree or certificate in paralegal studies, and 1-2 years' related experience are strongly preferred; or equivalent combination of education and experience. Prior paralegal experience is highly desirable. 1-2 years of professional work experience preferably in a legal environment with demonstrated research and complex problem-solving skills are preferred. Proficiency with Microsoft programs including Outlook, Word, and Excel, and the ability to learn new software programs are required. Knowledge of and proficiency in relational databases such as MS SQL, and CMS are highly desired. Data entry skills with 85% accuracy preferred and keyboarding skills of 30 wpm are preferred. Ability to learn and utilize specialized internal software and multiple software applications and workflow processes of various departments. Issue spotting, follow-up, and resolution skills are essential. Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with management, a diverse group of attorneys, clients, staff, and outside contacts. Ability to apply both logical and common sense understanding to carry out a variety of instructions furnished in written, verbal, and diagram forms, and the ability to handle and resolve problems involving concrete variables in standardized situations. Exhibit high degree of initiative and analytical skills requiring an aptitude for detail and accuracy in order to conduct detailed analysis of source documentation utilizing excellent judgment and decision-making skills. Excellent organizational skills with proven ability to provide an accurate and efficient work product in a high-volume environment are necessary. Ability to respond effectively to the most sensitive compliance and/or audit letter inquiries and conflict-related requests with a service-focused approach. Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities. Excellent follow-through skills with the ability to handle multiple functions in a very fast-paced, detail-oriented work environment, and adapt to changes in workflow, processes, and procedures. Ability to articulate an understanding of legal relationships and the nature of representations undertaken is essential to meet the minimum performance standards of this position.
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