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Responsible for all administrative aspects related to firm compliance with new business intake ethics rules and practice. Responsible for developing, maintaining and implementing departmental policies and efficient systems for creation, use, maintenance and disposition of client records.
Duties and Responsibilities
Administer new business intake procedures and conflicts of interest, including supervising and advising new business analyst(s) and intake staff.
Work closely with Director of Business Intake & Records and Conflicts Attorney to develop, implement and carry out appropriate policies and procedures for effective risk management.
Develop proficient knowledge of all firm systems, ALAS (professional liability insurer) requirements, firm clients, and personnel in order to effectively administer all business intake functions.
Research skills necessary to flag potential issues upon intake.
Provide various exemplars, such as appropriate waiver and engagement letters, and, upon request, assist in drafting and reviewing the same.
Provide conflicts and related risk management resources and training upon request.
Oversee integration of clients, matters, and files from mergers and lateral hires.
Assist with the hire and supervision of Business Intake and Records staff, as well as annual performance evaluations and salary recommendations; provide performance feedback and counseling when appropriate.
Develop departmental and staff training material as needed.
Participate in knowledge-building professional activities including industry-specific list services, membership in and contribution to professional organizations, and professional reading.
Maintain close working relationships with firm technology and accounting departments, as well as Atlanta and Nashville offices.
Develop and implement progressive firm and departmental policies and procedures; enhance user services and relationships; assess staff, space and technology requirements; continual risk management evaluation.
Oversee continued development and implementation of the firm’s records retention/destruction program.
Assist with negotiation of vendor contracts; approve invoices and monitor expenses; prepare annual budget forecasts.
Other related tasks and duties as requested by firm management.
Bachelor’s degree required; advanced degree and/or certified records manager (CRM) or related credentials desirable.
5+ years’ experience or training in law firm records and/or conflicts/new business department preferred.
In-depth knowledge of ethical, legal and risk management rules and requirements governing conflicts of interest and conflicts resolution process.
Advanced oral and written communication skills, including the ability to understand, analyze and interpret complex conflicts of interest and risk management issues and converse professionally, succinctly, and authoritatively with lawyers and firm management concerning those issues.
Strong analytical, interpersonal and organizational skills that are especially effective in a fast-paced, deadline driven environment; ability to work productively with all firm personnel.
Miller & Martin PLLC is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified candidates will receive consideration for employment without regard to race; color; religion; national origin; sex; sexual orientation; gender identity and/or expression; age; disability; citizenship status; military service obligations or any other category protected by applicable federal, state or local law.