Conflicts Assistant

About the role

Foley & Lardner LLP’s Milwaukee office is seeking a Conflicts Assistant to support a team of Conflicts Analysts. The assistant will handle the processing of new intake requests from submission through number assignment, perform front‑end processes of assigning client/matter numbers, create standard party records, and process all IP patent prosecution and trademark/copyright registration matters. The role also includes responding to general intake questions from attorneys and assistants via email and performing OPEN conflicts database cleanup.

Responsibilities

• Respond to a steady volume of inquiries regarding use of the firm’s intake system, status of forms, and conflict and intake procedures sent to the department’s internal email folder by attorneys and assistants.
• Route conflict‑related inquiries and waivers to the appropriate staff.
• Direct any phone calls received from outside callers to the appropriate attorney.
• Review and process all submitted IP patent prosecution and trademark/copyright registration matters, as well as all submitted new matter/new sub‑matter forms that do not require a conflict check, ensuring accuracy and completeness (including intake coding and billing arrangement descriptions).
• Communicate any conditional number assignment requirements to the submitting attorney and work with both the submitting attorney and the approver to resolve any questions regarding conditions.
• Receive and process approved intake forms for client/matter number assignment; create and maintain standard party records in the conflict database.
• Create declined matter numbers for work declined due to an unresolvable conflict.
• Assist department staff and attorneys’ assistants with locating and identifying the status of intake forms and transferring or moving forms among assistants.
• Purge all forms requested to be cancelled by attorneys or assistants, addressing acquisition of confidential information where appropriate.
• Route cancelled Additional Parties forms to Conflicts Analysts to determine if the party was involved in the matter.
• Approve forms on behalf of OPEN approvers in various stages, including Billing Partner review, OMP, and/or PGC review stages.
• Perform ongoing database cleanup work, reducing and eliminating multiple standard parties for the same entity in OPEN.
• Perform other related duties as assigned, including various department project initiatives.
• Work with attorneys, assistants, and other end users to receive finalized copies of engagement letters, disengagement letters, Outside Counsel Guidelines, and other intake‑related documents; review for discrepancies and route issues to Conflicts Analysts.
• Image these documents for inclusion in the firm’s Document Management System.

Qualifications

• Bachelor’s Degree required.
• Minimum of one (1) year of professional work experience required.
• Strong communication, customer service, and organizational skills.

Pay

Milwaukee, Madison – $50,100 to $65,100 (full compensation range; actual offer based on education, experience, geographic market, and internal pay equity).

Benefits

• Paid Time Off
• Paid Holidays
• Medical, Dental, and Vision insurance
• 401(k) Retirement plan
• Disability and Life insurance
• Adoption Assistance
• Backup Care for Dependents

About Foley & Lardner

Foley is an Am Law 50 law firm consistently ranked among top‑tier practices. With over 1,100 lawyers in 26 offices across the United States, Mexico, Europe, and Asia, the firm’s market‑leading platform includes Corporate, Intellectual Property, and Litigation. Foley focuses on four primary sectors: Energy, Health Care & Life Sciences, Innovative Technology, and Manufacturing. For nearly two centuries, Foley has been committed to innovative legal services, stewardship of its people, firm, clients, and communities, while continuously modernizing its business and looking toward the future.