Conflicts and File Opening Analyst – Buffalo

Rupp Pfalzgraf LLC; Buffalo (NY); Hybrid; USD 30,000 - 39,000; Full time

Benefits offered by this job

Paid time off

Health insurance

401k with firm contribution

Profit sharing potential

Disability insurance

Employee assistance program

ID protection insurance

Group term life insurance

Year-end bonus opportunity

Job summary

Rupp Pfalzgraf LLC in Buffalo, NY seeks a Conflicts and File Opening Analyst to support onboarding and conflict assessments. You will document conflict checks, coordinate with attorneys, and open matters in the firm’s case management system.

The role emphasizes strong analytical skills, sound judgment, and meticulous attention to detail, with discretion for sensitive information and collaboration with billing teams. Office-based position in Buffalo.

Qualifications

• High school diploma required; associate degree or paralegal certificate a plus.
• 2+ years of experience in a law firm or legal environment, with conflicts, intake, or litigation support experience preferred.
• Familiarity with billing/rate-setup processes and coordination with accounting teams a plus.
• Familiarity with iTimeKeep or similar attorney time-entry systems a plus.

Responsibilities

• Conduct and document conflict-of-interest searches for new business, matters, and related parties in accordance with firm policy and ethical guidelines.
• Analyze conflict search results and reports, identify potential issues, and escalate to attorneys or firm leadership as needed.
• Coordinate with attorneys to resolve conflicts prior to matter opening, including tracking waivers and additional information as required.
• Maintain the accuracy and integrity of the firm's conflicts database.
• Prepare and process new client and matter intake forms accurately and efficiently.
• Open and maintain matters in the firm's case management system, including rate and billing setup.
• Enter attorney time entries in iTimeKeep for matters pending file opening, ensuring time is accurately captured until the matter is fully set up in the case management system.
• Communicate with attorneys to ensure all required intake and conflicts information is collected.
• Coordinate with accounting or billing teams to ensure matters are set up correctly for time entry and invoicing.
• Maintain accurate and up-to-date records in the firm's case management and conflicts systems.
• Maintain confidentiality and adhere to ethical standards.
• Perform additional duties as assigned.

Skills

Analytical skills

Attention to detail

Organization

Interpersonal skills

Discretion

Education

Associate degree

Paralegal certificate

Tools

Case management software

iTimeKeep

Microsoft Office

Job description

Conflicts and File Opening Analyst - Buffalo

Conflicts and File Opening Analyst

About Us

Rupp Pfalzgraf LLC is a full-service law firm headquartered in downtown Buffalo, with offices across New York State. We are a team of problem solvers who take a practical, solutions-focused approach to our work and value the contributions of every team member. Our firm offers opportunities to develop, take on new challenges, and grow within a collaborative environment.

Role Summary

Rupp Pfalzgraf LLC is seeking a Conflicts and File Opening Analyst to join our Conflicts and File Opening department in our Buffalo, NY office. This role serves as a resource for the full lifecycle of new client and matter onboarding, including conducting and analyzing conflict-of-interest checks, coordinating conflict resolution with attorneys, and opening and maintaining matters in the firm's case management system. The ideal candidate brings strong analytical skills, sound judgment, and meticulous attention to detail, along with the discretion required to handle sensitive firm and client information.

Key Responsibilities

• Conduct and document conflict-of-interest searches for new business, matters, and related parties in accordance with firm policy and ethical guidelines
• Analyze conflict search results and reports, identify potential issues, and escalation to attorneys or firm leadership as needed
• Coordinate with attorneys to resolve conflicts prior to matter opening, including tracking waivers and additional information as required
• Maintain the accuracy and integrity of the firm's conflicts database
• Prepare and process new client and matter intake forms accurately and efficiently
• Open and maintain matters in the firm's case management system, including rate and billing setup
• Enter attorney time entries in iTimeKeep for matters pending file opening, ensuring time is accurately captured until the matter is fully set up in the case management system
• Communicate with attorneys to ensure all required intake and conflicts information is collected
• Coordinate with accounting or billing teams to ensure matters are set up correctly for time entry and invoicing
• Maintain accurate and up-to-date records in the firm's case management and conflicts systems
• Maintain confidentiality and adhere to ethical standards
• Perform additional duties as assigned

Qualifications

• High school diploma required; associate degree or paralegal certificate a plus
• 2+ years of experience in a law firm or legal environment, with conflicts, intake, or litigation support experience preferred
• Working knowledge of professional responsibility rules relating to conflicts of interest
• Familiarity with case management and conflicts-checking software
• Strong analytical skills and attention to detail, with the ability to assess complex business relationships and identify potential conflicts
• Excellent communication, organization, and interpersonal skills
• Ability to manage multiple tasks and priorities while exercising sound judgment and discretion
• Ability to exercise discretion and maintain confidentiality when handling sensitive client and firm information
• Familiarity with billing/rate-setup processes and coordination with accounting teams a plus
• Proficiency with Microsoft Office Suite and legal practice management software
• Familiarity with iTimeKeep or similar attorney time-entry systems a plus

Work Environment & Physical Requirements

• This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email, with or without reasonable accommodation
• The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10-20 pounds), with or without reasonable accommodation
• Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation

Wage Information

$22.00- $28.00 per hour depending on experience and skillset.

Benefits

• paid time off in addition to paid holidays
• medical/dental/vision insurance
• 401k with Firm contribution
• potential for 401 profit sharing
• short and long-term disability insurance
• employee assistance program
• ID protection insurance
• group term life insurance
• an opportunity for a year-end bonus based on performance

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.