Conflicts Administrative Assistant
Portland, Maine
$27.85 - $38.97
Drummond Woodsum is seeking a full-time Conflicts Administrative Assistant to join our Finance and Billing team. This role supports the firm’s day-to-day business operations, with a primary focus on conflicts checks, client and matter intake, and maintaining the integrity of our client and billing databases. The position requires strong organizational skills, attention to detail, and the ability to work collaboratively across departments.
Responsibilities:
Conflicts Checks:
- Conduct conflict-of-interest searches using the firm’s conflict database systems.
- Analyze search results and generate reports identifying potential conflicts for attorney review.
- Communicate conflict check results clearly and promptly to attorneys and staff.
Client and Matter Intake / Database Management:
- Enter new client and matter information into the firm’s time and billing system.
- Process updates and changes within the firm’s database and billing systems.
- Maintain accurate client and matter data and collaborate with the marketing department to update relevant information.
- Configure ethical walls within the system when screening is required.
- Work with practice group leaders and other departments to generate and maintain client and billing reports.
Reporting:
- Prepare and circulate daily new matter memorandum reports.
- Track receipt of advance payments and engagement letters for new clients.
Administrative and Operational Support:
- File management and general document organization.
Communication and Training:
- Provide guidance to attorneys and staff regarding conflict-of-interest policies and procedures.
- Recommend workflow improvements within the firm’s time and billing systems to support operational efficiency.
Additional Duties:
- Provide general administrative support and assist with additional duties as requested.
Qualifications:
- High school diploma required; 1–3 years of relevant administrative or database experience preferred.
- Strong technology skills, including proficiency with Microsoft Office.
- Excellent organizational skills with exceptional attention to detail.
- Strong multitasking and prioritization skills with the ability to meet deadlines.
- Ability to work both independently and as part of a team.
- Strong communication skills and ability to build rapport with attorneys, professional staff, clients, and vendors.
- Ability to read, interpret, and understand both written and verbal information.
At Drummond Woodsum we are committed to the growth and development of our employees. Our focus is geared toward fostering a culture where you can work with and learn from diverse individuals, explore and expand your capabilities, and are valued for the contributions and perspectives you bring. We’re committed to providing our team members with the support they need to thrive both personally and professionally, and we are proud to offer the following benefits:
- Insurance options, including domestic partner coverage, for health (either a co-pay-based plan or HSA with firm contributions), dental, and vision
- 401(k) plan with pre- or post-tax investment options and firm contributions
- Wellness support, including telehealth coverage, and on-site privacy rooms
- Life insurance coverage at 1.5x your annual salary, plus supplemental voluntary coverage available
- Leave plans, including paid parental leave, short- and long-term disability
Firm involvement, including:
- Monthly firm lunch meetings to hear about all areas of the firm
- Committee participation, such as our Community Service Committee which organizes a drive every December and our public outreach week in July
- Social gatherings – 2025 included a field day BBQ, a holiday get-together, and our annual Halloween party for our families
For consideration, please click apply or submit your resume and cover letter by email to hr@dwmlaw.com. We look forward to hearing from you.
