Conflicts Specialist
WilmerHale - Dayton, OH

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Under minimal supervision, performs conflicts of interest checks (on work intake and Lateral hire requests) and initiates all follow ups necessary to perform due diligence on assigned files and to disseminate accurate and timely information to the Deputy General Counsel, Director – New Business/Conflicts (Director), Administrative Manager, Conflicts Manager, Conflicts Attorneys, Conflicts Analysts, and other firm personnel.

The Conflicts Specialist reports directly to the Administrative Manager, and seeks the Administrative Manager’s guidance in connection with all internal and administrative objectives and policies including PTO, OT, and scheduling requests; work allocation and completion objectives; and clarification regarding general workplace, team collaboration, and performance expectations. The Conflicts Specialist draws upon the subject matter expertise of the Conflicts Manager for clarification regarding subject-matter-specific performance expectations and contextual guidance and direction on general and day-to-day Department and Firm-wide new business and ethical conflicts-of-interest projects.

  • Conducts new client business, supplemental, pre-clearance, new hires, business development, and other types of conflict of interest search requests.
  • In connection with new hire (Lateral) conflicts checks, organizes, prioritizes, and tracks incoming requests and status, coordinating information with other conflicts team members, the Deputy General Counsel, and Legal Talent and other recruiting staff as needed.
  • Reviews requests for accuracy and completeness and follows up with lawyers if required.
  • Analyzes conflicts reports and flags information to highlight potential conflicts for review by the Deputy General Counsel, Director, Conflicts Attorneys, and Conflicts Manager.
  • Reviews and analyzes conflicts database “hits” and makes recommendations to the Deputy General Counsel, Director, Conflicts Attorneys, and Conflicts Manager concerning the likelihood of potential conflicts.
  • Communicates and disseminates conflicts of interest information verbally or in writing to the Deputy General Counsel, Director, Conflicts Attorneys, Conflicts Manager, or other firm personnel as directed.
  • Maintains “Hold” files of assigned matters, following up within established timeframes to handle all due diligence and ensure that files are in alphabetical order by client, complete, and up-to-date with regard to follow ups.
  • Drafts waiver letters and engagement letters for clients as directed and required, under the guidance of the Deputy General Counsel, Director, Conflicts Attorneys as needed.
  • Provides additional research using third-party business resources for all new clients and for other assigned work as needed.
  • Serves as an informational and procedural resource for attorneys and staff regarding new matter opening, generating engagement or waiver letters to be sent to clients, and related department policies.
  • Actively participates in weekly and ongoing professional development with conflicts team and other Department staff.
  • Participates in or manages special projects and performs other duties as assigned.
  • Works overtime as needed and approved by the Administrative Manager with input from the Conflicts Manager as needed. Coordinate with team members to ensure that team schedules and coverage plans meet the Department’s Service Agreement and that scheduling maximizes responsiveness to incoming requests.
  • Shares weekend and holiday e-mail and conflicts checking coverage with other Conflicts Specialists team members on a rotating, calendared basis. This coverage, directed by the Deputy General Counsel and/or Director as urgent matters arise, may sometimes require working in the office. In addition, the Conflicts Specialists are responsible for the content and for the setting and turning off of the “out of office” email and phone line messages associated with this coverage.
  • Consistently supports the collective team and Department work product by communicating and collaborating in a manner that enhances individual and team productivity.
  • Contributes to the Firm’s Service Excellence Training (SET) 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 Skills
  • Ability to initiate, follow through all details, and complete time sensitive projects with minimal supervision.
  • Ability to use (or ability to learn if we would teach) standard office software applications in use at WH including LegalKey, Elite, NBI (new matter intake systems), FileCD (electronic intake routing systems), Adobe Acrobat, Microsoft Office (Word), and Outlook (e-mail), and and other resources as requested.
  • Excellent project management and organizational skills, including the ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline pressure.
  • Ability to apply research and computerized analysis techniques and methodologies to assigned projects.
  • Demonstrated ability to compile, review, and determine logical conclusions or recommendations based on data and information that is varied in content and format.
  • Business writing skills including knowledge of business English, vocabulary, punctuation, grammar, and spelling as necessary to present routine business information in established formats.
  • Good oral communication skills as necessary to communicate and coordinate with others on routine but varied issues. Good judgment in determining when assistance is needed in communicating with attorneys on varied issues.
  • Excellent interpersonal skills, as necessary to work effectively with people at all levels at WH.
  • Proficiency using on-line research tools (or ability to learn if we would teach) such as Lexis, Westlaw, Dun & Bradstreet, Hoovers, the Internet, and various other resources.
  • Desire and ability to share rotating weekend/holiday email and conflicts searching coverage with approximately 8 other Conflicts Specialists.
Required Experience Education:
  • Four-year college degree required.
  • Minimum one-year’s experience (e.g., general research, paralegal, or project assistance experience) related to the duties or skills described herein.
  • Law firm experience highly desired.
  • Demonstrated success through on-the-job training or a graduate degree will be considered in lieu of job experience.
**Shift hours are 10 AM - 7 PM

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