Business intake Specialist
3 months ago
Description
JOB DESCRIPTION
The Business Intake Specialist (in rotation with other members of the Business Intake team) is responsible for all aspects of business intake processing: new clients, new matters for existing clients, revisions to existing clients and matters, new hires, information security, review of retention letters and waivers, and director/officer positions. Facilitate and monitor the workflow of new client matters through the intake program, provide data entry using Firm systems, provide team support services and assist in the resolution of any conflicts by working with various parties and resources.
The Business Intake Specialist has these core responsibilities:
Under the direction of the Business Intake Supervisor and Risk Management leadership, ensure that all information submitted through the Kirkland & Ellis New Business Intake (KENI) system or other means is of the highest quality. An understanding of conflict of interest concepts, know your client regulations, Firm specific business rules, relational databases and grammar rules is required. Responsible for the accuracy, thoroughness, and completeness, both current and historical, of all client-matter information gathered and reported throughout the Firm.ESSENTIAL JOB FUNCTIONS
Monitor and process all requests coming into the Business Intake Department (via e-mail, phone, or KENI). Perform preliminary research as to correct client status. Research new clients and other parties involved prior to assignment for conflicts searching. Handle requests for revisions to existing client and matter level records (including verification and any research needed). Process new client and new matter forms, ensuring clarity, completeness, and additional Verify all information needed by Finance, Accounting, Marketing, Records, Pro Bono and IT staff is accurate using Special Accommodations, Electronic Billing, Billing Assistant assignment guidelines and policies. Prepare, assign, and monitor submissions which need additional approvals (pro bono, IP, Accommodation, SFA, ). Create, update and audit electronic information barriers and ethical walls (screens) in Wall Builder. Research (financial and media) and prepare submissions going to the New Matter Screening Committee (NMSC), New Business Executive Committee (NBEC) and/or additional Monitor status on daily/weekly basis. Research (client identification and verification) and prepare submissions going to the Money Laundering Reporting Officer ("MLRO") for Firm required Anti-Money Laundering/Know Your Client approval. Edit, update, and maintain all client matter records in the IntApp OPEN database. Review, confirm, amend, and distribute daily and weekly new matter and hire reports. Review conflicts reports and analysis for accuracy and content to assist with resolving direct potential conflicts of interest before assigning to NMSC or assigning numbers. Oversee collection of required engagement and waiver documentation and monitor attachment to requests in KENI and client matters in DMS and IntApp OPEN. Technical liaison (Risk Management Integration Specialist and User Support). Training liaison -- attend Training/Orientation sessions for new employees. Recognizing when additional hours are needed to meet department goals. Working after hours in evening and on weekends as needed. Be available for emergency urgent requests. Special projects as assigned. Conduct client-matter review in the conflicts systems. Teach departmental processes and systems to new employees in Business Intake & Conflicts (often times using telecommunications conferencing). Assist in reviewing and assessing current company research resources for accuracy and efficiency. Provide high-level customer service to attorneys in varying capacities (assistance with Risk Management systems, conducting compliance reminders, ). Be available for urgent and confidential situations, including evenings and weekends. Be available 24/7 via mobile device.QUALIFICATIONS/REQUIREMENTS
The ideal candidate will have a proven experience, including conflicts searching is required. Familiarity with online database research and the Internet is required. Excellent oral and written communication skills, public service orientation, and the ability to analyze complex and often conflicting information are also required. The Business Intake Specialist should also possess an acute attention to detail, as well as the ability to identify and analyze problems and find solutions. A master's degree and knowledge of the Firm and its history are preferred. A bachelor's degree is required.
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