Conflicts/Records Assistant

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Posted On: 07.12.2017
Department: Operations
Office: San Diego, CA

Description
The Conflicts/Records Assistant, San Diego is responsible for running conflict checks in Intapp Open as well as processing, preparing and maintaining all client files for the San Diego office. The Conflicts/Records Assistant will ensure the integrity and security of all client files; this person is also responsible for assisting the Records Manager with the transfer of files in and out of the San Diego office. The Conflicts/Records Assistant will report to the Records Manager, West Coast.

Responsibilities

Assist in the identification of potential conflicts of interest using Intapp Open by selecting, analyzing and removing irrelevant information to produce the Conflict Check Reports for review.

Perform extensive research using multiple on-line sources for all new clients to the firm.

Coordinate all file transfers in and out of the firm for the San Diego office with minimal assistance from the Manager.

Prepare and maintain all client files regarding retention and retrieval of Records at off-site storage facility.

Manage maintenance of all files through Elite 3E Records Management System.

Retain a solid understanding of Records data.

Accurately sort, label and file documents for future reference.

Perform office scans of files for the file tracking system.

Assume additional responsibilities as requested.

Qualifications

Bachelor’s Degree preferred.

2+ years of law firm administrative work experience.

Knowledge of conflict of interest principles in order to define relationships and related parties.

Experience with Elite 3E Records Management System greatly desired.

Knowledge of IP Records System preferred.

Possess excellent written and verbal communication skills.

Strong organizational and administrative skills.

Excellent attention to detail and ability to execute through to completion.

Creative problem solving skills, reasoning ability and logical thought process.

Ability to work under pressure, prioritize competing demands and meet various deadlines.

Demonstrated ability to professionally interact and collaborate with colleagues at all levels.

Ability to work independently and as part of a team.

Outstanding sense of customer service.

Enthusiastic, proactive and positive attitude.

Ability to handle confidential matters with discretion.

Must be self-motivated to produce quality work.

High level of integrity and honesty.

Excellent computer skills, including proficiency in using Microsoft Word, Outlook, Excel and PowerPoint. Ability to quickly get up to speed and master new applications and software is critical.

Flexibility to work overtime when necessary.