Records, Conflicts, & Intake Specialist

About the Role BHGR is seeking a detail-oriented and organized Conflicts, Intake & Records Specialist to join our administrative team. This role sits at the intersection of new client intake, ethical conflicts clearance, and closed file records management — covering the full matter lifecycle from first client contact through final file disposition. The ideal candidate brings law firm administrative experience, strong organizational skills, and sound judgment. Key Responsibilities Conflicts of Interest • Run conflicts searches in ProLaw for all new business intake and lateral attorney hires. • Communicate results to supervising attorneys, document determinations, and coordinate resolution of conflicts. • Maintain and update the conflicts database as matters open, close, or involve new parties. New Client & Matter Intake • Serve as the firm's initial point of contact for prospective clients via phone, email, and web inquiries. • Conduct intake interviews to gather matter details and party information; open new matters in ProLaw. • Prepare and route engagement letters and intake documentation in coordination with attorneys and legal assistants. • Maintain intake records in NetDocuments per established naming and filing conventions. • Schedule initial consultations and facilitate smooth handoff of new matters to legal teams. Closed File & Records Management • Manage the full lifecycle of closed client files — both paper and electronic — from matter closure through final destruction. • Coordinate matter closure in ProLaw and NetDocuments when a case concludes, ensuring all records are properly finalized and archived. • Maintain and organize onsite paper files across the Boulder and Denver offices; fulfill retrieval requests from attorneys and staff. • Coordinate with the firm's third-party offsite storage vendor (e.g., third-party offsite storage vendor) for box pickup, retrieval requests, and inventory tracking. • Ensure closed electronic files in NetDocuments are properly organized, named, and archived in accordance with firm filing conventions. • Track file retention periods per the firm's records retention schedule; coordinate timely destruction of eligible files. • Respond promptly to attorney and staff requests for closed file retrieval from both onsite and offsite storage. • Identify and flag records management issues, inconsistencies, or gaps to the Director of Administration. Administrative & Compliance Support • Support compliance with Colorado Rules of Professional Conduct related to conflicts and confidentiality. • Assist with firm-wide records management initiatives and policy updates as directed. • Provide general administrative support as needed, including covering phones and reception during absences or high-volume periods. • Assist with meeting setup, coordination, and logistics for firm meetings and events as requested. • Support other administrative projects and priorities as assigned by the Director of Administration. Qualifications Required • 2+ years of experience in a law firm administrative, legal assistant, intake, or records role preferred. • Familiarity with conflicts of interest concepts and law firm ethical obligations. • Proficiency with legal practice management software; experience with ProLaw strongly preferred. • Experience with document management systems; NetDocuments experience a plus. • Experience managing or coordinating physical and electronic records, including offsite storage vendors. • Strong attention to detail, organizational skills, and professional demeanor. • Ability to handle confidential information with discretion. Preferred • Experience running conflicts checks at a multi-attorney firm. • Familiarity with Colorado Rules of Professional Conduct. • Experience coordinating with third-party records storage vendors (e.g., third-party offsite storage vendor). • Associate's or Bachelor's degree, or paralegal certificate. Work Environment This position will need to work in the Boulder office twice a week, on Wednesdays and Fridays, and may be eligible to work remotely one or two days per week. Over time may be required from time to time. Compensation: $60,000 – $65,000 annually, depending on experience. BHGR offers a competitive benefits package including health, dental, and vision insurance, paid time off, 401(k), and a collegial team environment. Berg Hill Greenleaf Ruscitti LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable law. In accordance with the Colorado Equal Pay for Equal Work Act, the compensation range listed above reflects the anticipated pay for this position. Final compensation will be based on experience, qualifications, and internal equity. To apply, please submit your resume and a brief cover letter to [email protected]