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System Specialist

Company: Wilmerhale
Location: Dayton
Posted on: January 16, 2022

Job Description:

What You Will Be DoingResponsible for automated and manual maintenance of data in the Firms conflicts database and ethical screen module; this includes but is not limited to corresponding updates, testing, reporting, data entry, and system administration and security. Responsible for ensuring accurate and timely preparation, organization, storage, retention, and retrieval of client and Firm new business and conflicts records. Responsible for the management and maintenance of the conflicts electronic workflow system. Responsible for the setup and maintenance of database information that is available firm-wide via the Firms intranet Ensures data integrity by implementing and following effective quality control methods by which data is reviewed for accuracy to limit Firm liability. Works with Information Services (IS), Director, New Business Conflicts and Systems Analyst on projects to implement modifications and upgrades to current department systems and to implement new systems, assisting with troubleshooting and testing as needed. Analyzes systems and processes, investigates ways to improve, automate and streamline processes, and provides feedback and recommendations for possible improvements.
About This Role

  • Responsible for automated and manual maintenance of data into the Firms conflicts database and ethical screen module, including corresponding updates, testing, reporting, data entry, and system administration and security.
  • Responsible for opening new client/matters in the conflicts database on an exception basis.
  • Responsible for ethical wall database set up, updates, reporting, and system administration including sending firm wide notices, as needed.
  • Responsible for ad hoc reporting, auditing, and system administration required for ethical wall functionality and reliability tied to data flows with the Firms accounting and iManage databases.
  • Creates and generates time and billing system reports (e.g., billing details, timekeeper reports) and combines with conflicts data as needed.
  • Ensures data integrity by implementing and following effective quality control methods by which data is reviewed for accuracy to limit Firm liability.
  • Performs conflict database searches as required for data analysis, troubleshooting, and problem solving.
  • Works closely with the Conflicts Specialists and Analysts on the lateral clearance process including, but not limited to, time sensitive data entry, system settings, reporting, and filing.
  • Responsible for understanding conflicts, new business intake, ethical wall, intranet, trademark and patent, and time and billing systems (and the data flows shared by these IS systems) to perform analyses of data parity and make recommendations for resolving parity issues to the Systems Analyst and Director to ensure all sources are in agreement.
  • Works with IS, Systems Analyst, and Director on projects to implement modifications and upgrades to current department systems and to implement new systems, assisting with troubleshooting and testing as needed.
  • Works with IS to escalate technical and data issues as needed, serving as the Firms subject matter experts on the enterprise conflicts database and electronic workflow system.
  • Analyzes systems and processes, investigates ways to improve, automate and streamline processes, and provides feedback and recommendations for possible improvements.
  • Provides conflicts and ethical wall database training as needed.
  • Follows department procedures and standards to systematically and accurately file, verify, and retrieve all new business clearance hard copy and electronic records including new business intake files, disqualifications, outside counsel guidelines, engagement letters, consent letters, lateral hire clearances, and other documentation to limit Firm liability; determine and recommend improvements and implement approved changes.
  • Documents and maintains written procedures of Systems Team and keeps up-to-date procedures available to department staff.
  • Performs file audits and archives department records, maintaining and archiving electronic workflow folders, and preparing and sending files to offsite storage as necessary.
  • Works on specials projects, IS initiatives, and ad hoc reports as assigned.
  • Contributes to the Firms Service Excellence initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a can do attitude to internal members/departments of the Firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.
    Required SkillsYour Qualifications/What You Will Bring
    • Excellent project management and organizational skills, including the ability to work effectively with minimal supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressure.
    • Excellent analytical skills, including the ability to compile, review, and determine logical conclusions or recommendations based on data and information that is varied in content and format, and to see projects through to completion with little supervision.
    • Consistent and high attention to detail and consistently reliable and error-free work product given the significant ramifications for Firm liability that result from errors in the Firms conflicts database, ethical wall database, and electronic workflow system.
    • Ability to use (or ability and willingness to learn if we would teach) software applications including but not limited to Intapp Open (conflicts database and workflow system), IntApp Wall Builder (ethical wall database), 3E (accounting database), and other standard software (Word, Excel, Adobe Acrobat, etc.).
    • Working knowledge of database and supporting systems interfaces.
    • Excellent written and oral communication skills. Ability to communicate and coordinate with a wide range of WilmerHale attorneys and staff on varied issues.
    • Interpersonal skills necessary to work effectively with people at all levels with tact and discretion on routine but varied issues.
    • Ability to work flexibly in a team-oriented, geographically dispersed environment.
    • Demonstrated consistency in exhibiting sound judgment and handling confidential information appropriately.
    • Business writing skills including knowledge of business terminology, vocabulary, punctuation, grammar, and spelling, as necessary to present routine business information in established formats.
    • Excellent customer service skills.
    • Flexibility to assume other job responsibilities within the department as necessary.
    • Availability to work before and after normal hours as necessary to meet the demands of the job or needs of the Firm.
      Education:Four-year college degree. Two-year college degree considered if candidate possesses relevant background and database experience in addition to minimum experience listed below. Experience: Minimum one to two years of experience that is directly related to the duties or skills described herein. Previous conflicts of interest or law firm/legal experience is highly desirable. Demonstrated and consistent success through on-the-job training may be considered in lieu of law firm experience.
      WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.by Jobble

Keywords: Wilmerhale, Dayton , System Specialist, Other , Dayton, Ohio

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