Matter & Time Compliance Specialist

Job Title

Client / Matter Intake Compliance

Quality control of new client / matter intake to include : review of incoming matters; triage with finance team to ensure quality and consistency.

Review and approve new / amended case memos : received through the Intapp Open (matter intake software) to identify missing or incorrect information; make modifications and request necessary approvals.

Assist with client / matter review : to ensure setups comply with clients' Outside Counsel Billing Guidelines (OCG's) (i.e. time increments, frequency, invoice(s) template, volume discounts), with focus on practice areas' billing standards and Bankruptcy Court requirements.

Time Entry Compliance

Review incoming time loads : for narrative compliance with practice group standards (FRG); ensure correct time entry formats and syntax.

Review incoming time loads : on active bankruptcy matters for compliance with court requirements specific to the matter; ensure correct time entry formats and syntax.

Proactively identify time entries : containing generic descriptions, suggest enhanced narratives for vague entries, and move time to correct matters where appropriate.

Run TimeChecker weekly : on all new FRG time to ensure embedded time increments tie to the hours on each timecard; work with timekeepers to correct discrepancies.

Assist with Time Checker : and Intapp Terms software (or comparable products) to suggest time entry rules for increased compliance.

Review time entries : for 'meeting matching' across multiple timekeepers.

Identify timekeepers : not in compliance with practice group rules and / or client guidelines. Work with department leaders to escalate to Talent Managers / Practice Group Leaders as needed.

Assist in clean up : of unreleased time as well as time in the temporary Unopened Matters accounts.

Partner with Revenue, LTAs and Legal Assistants : to implement edits in the time & billing system.

Additional Key Areas

Respond to inquiries / questions in a timely manner and escalate issues as needed to Supervisor, Manager, Director or other firm management as needed.

Prepare various reports and analysis, as requested.

Provide coverage during absence of other team members.

Flexibility with overtime when necessary.

Other responsibilities as they may be assigned from time-to-time.

Qualifications

A Bachelor degree or equivalent experience is required; preferably in Accounting or Business.

Finance experience in professional services industry a plus.

Possess knowledge of legal principles and practices, typically gained through an associate's degree or paralegal certification, to effectively manage time reviews and understand legal work.

Strong written and verbal communication skills; strong spelling and grammar skills for proofreading.

Ability to think critically / analytically and exhibit sound judgment.

Strong organizational skills and an ability to prioritize; follows through on assignments; results oriented.

Ability to meet deadlines while maintaining strict attention to detail; works well under pressure.

Works well in a team environment and collaborates with others but can function independently with minimal supervision when required.

Software : Financial software experience a plus.

Proficiency in MS Outlook, Excel, Word : Word Processing experience a plus.