General Purpose:

The Business Intake Specialist helps to provide the intake lawyer and their legal assistant with an efficient and seamless business intake process when opening new matters or updating existing matters. Additionally, this role performs various tasks related to carrying out the procedures and policies of the firm. To be considered for the position, all interested candidates must submit 1) a cover letter and 2) a current resume.

Essential Duties/Responsibilities:

• Assists intake attorneys and lateral hires with opening new matters or adding parties to existing matters from start to finish, including drafting engagement letters, using the electronic business intake system.
• Monitors the intake system for irregularities or inefficiencies. Reviews the system for stalled requests, assists users with delegating requests, completes active requests for departed attorneys or secretaries, troubleshoots and corrects user errors and reports system issues.
• Provides training to users on how to use the electronic business intake system.
• Performs preliminary review of Outside Counsel Policies (“OCP”) received through requests in the electronic business intake system or emails to determine if additional review is needed by the OCP review group by comparing the current version to any prior approved version of the client’s OCP. Tracks the status of policies submitted for review, posts approved policies to the firm’s internal website, and requests a black book note be added about the policy.
• Reviews and approves signed Engagement Letter Follow Up requests and Rejected Approval requests.
• Assists EBI attorneys with various needs related to new business intake and department responsibilities.
• Communicates and coordinates with Records, Inactive group, and Conflict Attorneys regarding inactivating matters. Assists timekeepers and their legal secretaries with getting their matters inactivated and concluded matter letters saved to system. Tracks matters that cannot be inactivated and requests updates. Coordinates with Records and Financial Services for inactivations related to file and matter transfers for departing attorneys.
• Assists with the testing of upgrades to the electronic business intake system and may assist with the testing of other department systems.
• Collaborates in developing a new process to transition new business intake from the legal secretaries to the business intake team over time.
• Assists with other duties and projects as assigned by the Business Intake Manager or the Managing Counsel & Director of Ethics.

Job Qualifications (Education, Experience and Certification):

• Bachelor’s degree preferred.
• Two years prior experience as a legal secretary or a similar role at a large or medium firm preferred.
• High level of proficiency using personal computers, database software, Adobe, Windows applications. Experience with Aderant Expert or Intapp products a plus.
• Excellent spelling, writing, and proofreading skills.
• Above average typing and ten-key skills.
• Strong attention to detail, critical thinking and analytical skills.
• Requires good organizational and planning skills to prioritize and handle detailed and repetitive work, and to assess, recommend and implement improved work procedures.
• Ability to work under pressure and maintain composure with minimal supervision.
• Requires good interpersonal/communication skills to work effectively with personnel at all levels within the firm.
• Willingness to work flexible hours when necessary to meet departmental deadlines.

Competencies:

• Job Knowledge & Technical Skill – Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
• Communication – Recognizes the essential value of continuous information exchange.
• Team Player – Team oriented; maintains composure and is adaptable to the changing needs of the team.
• Customer/Client Experience – Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.

Physical Requirements:

While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Professional office atmosphere. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events. Travel may also be required to firm office locations.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Holland & Hart offers of employment take into consideration a candidate’s education, training, and experience, as well as the position's work location, external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. A discretionary bonus may be available based upon performance.

Holland & Hart works hard to promote work/life balance with a 37.5-hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees. Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD. Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match. In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP. Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.

Job Type: Full-time

Pay: $22.00 - $35.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Work Location: Multiple Locations

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