BIC Intake Specialist

Cooley LLP; Washington (District of Columbia); On-site; USD 100,289,280 - 137,539,584; Full time

Benefits offered by this job

Medical benefits

HSA

Dental benefits

Vision benefits

PTO 20 days (approx)

Job summary

Cooley LLP is seeking a BIC Intake Specialist to join the Business Intake and Conflicts team in Washington, DC. You will handle new business intake, review conflicts data, and communicate with attorneys and assistants to ensure risk controls are in place.

The role supports engagement letters and reports, maintains accurate client/matter records, and helps with software testing and onboarding sessions. Strong attention to detail is essential.

Qualifications

• 3+ years applicable experience (e.g., conflicts of interest, document review, intake, and/or corporate law practice)
• Knowledge of ABA Model Rules of Professional Conduct and California State Bar Rules of Professional Conduct
• Proficiency in Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required

Responsibilities

• Process and analyze all new intake requests for matters for potential, existing, and former clients
• Review data quality issues and changes that impact conflicts analysis
• Communicate with users regarding intake issues and risk management procedures
• Prepare and present information to approval partners (engagement letters, reports, guidelines)
• Resolve follow-up queries and escalate when needed
• Identify and facilitate special approvals (e.g., law firm engagements)
• Document data and approvals for downstream processing
• Update client/matter master data in applicable systems
• Monitor intake mailbox and assist attorneys and users with questions
• Escalate operational or service issues to BIC leadership
• Assist with large-scale upload processes and basic conflicts searches
• Support testing of new software and changes to existing tools
• Create administrative matters and ethical wall setup/maintenance
• Assist with training on software updates
• All other duties as assigned

Skills

MS Office

iManage

Overtime

3+ years experience

ABA Model Rules knowledge

Education

Bachelor's degree

Paralegal Certificate

Tools

N/A

Job description

BIC Intake Specialist

Cooley is seeking a BIC Intake Specialist to join the Business Intake and Conflicts team.

Position summary:

Under the supervision of the Regional Associate Director of Conflicts (New Business) 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. Duties include, but are not limited to, the following:

Position 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 Director or Supervisor


• 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

Skills & experience:

Required:

• 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

Preferred:

• 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

Competencies:

• 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

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $35.00 - $48.00 ($72,800.00 - $99,840.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

• We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits.


• In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (\"PTO\") and 10 paid holidays each year.


• We provide generous parental leave and fertility benefits.


• New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.