Matter & Time Compliance Specialist

Responsibilities

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.