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Business Intake Clerk

Cleveland

We are currently seeking a full time (40 hrs/week) Business Intake Clerk in our downtown Cleveland office. The Business Intake Clerk is responsible for accurately performing business intake due diligence functions including generating conflict of interest searches, assigning client and matter numbers, performing data integrity and research tasks, and responding to requests for information from internal and external customers. This position reports to the Director of Business Intake Services and will work closely with all Business Intake team members.

Position responsibilities include but are not limited to;
  • Perform conflict of interest searches, including the required corporate family research, use of natural language search terms and strong research/investigation skills.
  • Open clients and matters using both Intapp and Aderant Expert software tools, and input data changes as needed.
  • Perform due diligence tasks in conjunction with new attorney hiring.
  • Communicate clearly with attorneys and secretaries to obtain and clarify information.
  • Perform data entry of all client and matter fields in Aderant, as well as data integrity research and maintenance of the same.
  • Research mergers & acquisitions and make system changes based on results.
  • Maintain centralized tracking of firm contractual agreements with clients (Outside Counsel Guidelines), including the extraction of key contractual elements into a specific tracking tool.
  • Perform cross-departmental client research in external providers’ databases such as Bureau van Dijk and Dun & Bradstreet, and audit and update prior research results.
  • Maintain accurate recording and reporting involved in the centralized tracking of Client Engagement Letters, and well as Publicly Traded Client insider trading prohibitions.
  • Respond to departmental inquiries received via phone and email, and connect customers with the appropriate resources to resolve issues.
  • Assist with the Semi-Annual matter clean-up project to maintain the accuracy of  conflict results, as well as other regularly scheduled projects throughout the year.
  • Other projects and duties as assigned.
Qualified candidates will possess at least an Associate’s degree and prior training with database search logic in the legal or professional services industry. A Bachelor’s degree and 2+ years’ experience in a similar role at a law firm is preferred. Familiarity with Aderant Expert and/or Intapp software tools is highly desired. Experience performing background check research or skip tracing would also be beneficial to this role.
 
The ability to perform basic natural language searches in Intapp Open, Bureau van Dijk, Dun & Bradstreet, Lexis-Nexis, Westlaw, Google or other resources is critical to have in this position. Must have impeccable attention to detail, superb verbal and written communication skills, and a strong desire to provide excellent customer service to a diverse group of both internal and external clients. Candidates should be comfortable working under pressure of tight deadlines and shifting priorities as needed. Regular attendance and punctuality are essential functions of this role. The nature of this role will occasionally require employees to adjust their schedules or work overtime as determined by workflow.

Corporate Secretary

Cincinnati
We are seeking candidates for a full-time Corporate Secretary (37.5 hrs/week) in our Cincinnati office. Scheduled hours will be 9:00 a.m. to 5:30 p.m., Monday through Friday. This position will provide secretarial support/administrative assistance and manage workflow for attorneys and/or paralegals. 
 
Position responsibilities include but are not limited to the following:
  • Types/drafts correspondence, memoranda, forms, presentations and other legal documents to be reviewed by attorney/paralegal.
  • Answers telephone calls, takes messages or sends callers to voicemail system if preferred.
  • Reads, sorts, and date stamps incoming mail. Ensures that outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
  • Establishes and maintains calendar, contact lists, and deadline reminder systems.
  • Maintains attorney and general office files. 
  • Works with business intake department to open/close/update matters as appropriate.
  • Reviews and prepares files to be closed when matters are complete.
  • Maintains good customer service with external and internal clients; observes confidentiality of attorney-client relationship.
  • Schedules appointments and travel arrangements.
  • Enters attorney and paralegal time into the timekeeping system.
  • Works with Billing Department and billing attorney to review and revise billing Prebills. 
  • Assist in finalizing bills for client mailing.
  • Attention to check requisitions/payment of vendor invoices.
  • Additional duties as assigned.

Candidate must be self-motivated, detail oriented, trustworthy, professional, confidential, dependable, and display good judgment. Individual must have excellent customer service skills and telephone etiquette, be team oriented, flexible and a problem solver. Strong computer skills with experience in Windows 10, Microsoft Suite Office 2010 including advanced knowledge in Word, Excel, PowerPoint, and Outlook and a working knowledge of Nuance is necessary. Exceptional proofreading and the ability to apply grammar, spelling, and punctuation skills a must. Additional qualifications include solid organizational skills and ability to multi-task under pressure. 
 
Qualified candidates will have a minimum of 5 years of legal secretarial/administrative experience. 


Graphics Assistant

Cleveland

We are currently seeking candidates for a full-time (40 hours per week) Graphics Assistant in our downtown Cleveland office.  This position will be responsible for assisting the Graphics Manager with creative design within the Marketing and Strategy function within the Firm.

Specific job responsibilities include, but are not limited to the following:

  • Assisting with the Firm's graphic and layout standards in support of the Firm's brand strategy, which includes creative elements related to SmartPaTH. 
  •  Assisting with department projects to visually communicate brand attributes.
  •  Assisting with designing graphics for electronic and print materials developed by the Marketing & Strategy function, including but not limited to collateral, presentations, publications, newsletters, advertisements, invitations, electronic marketing communications, website, event displays, giveaway items, branded office items, etc.
  •  Helping Graphics Manager identify and investigate new tools, approaches, and concepts to keep the Firm's graphics and layout current.
  •  Helping to develop display materials used for Firm and external events.
  •  Participating in Firmwide projects and initiatives as needed.

Qualified candidates will have a bachelor’s degree in graphic design, art, or a related field and one to two years of relevant experience.  Outstanding recent graduates will also be considered for this position.  Experience working in both print and web desired.  Knowledge of typesetting, graphics art, html programming, computer and color terminology will be helpful.  Familiarity with computer-based publishing equipment and terminology will also be helpful.  Candidates should be familiar with the use of programs such as InDesign, Illustrator, PhotoShop, Word, Excel, and other Windows/PC applications.  


Information Governance Clerk

Cincinnati
We are seeking candidates for a full-time (40 hours per week) Information Governance Clerk to join our Cincinnati office. This position will primarily be responsible for categorizing, securing, and retrieving information for both digital and physical legal case files. Additionally, this role will also heavily focus on applying and maintaining retention policies and practices to case information in all relevant repositories. 

Job duties include, but are not limited to:
  • Ensure proper and consistent categorization and naming conventions for all official records and documents.
  • Operate scanner to image records for both open and closed matters within best practice guidelines.
  • Quality-check all digitized client and administrative material for clarity and completeness.
  • Apply proper security permissions for all digital information.
  • Conduct advanced electronic document and records searches and retrieval.
  • Assist with applying retention and destruction procedures at the direction of the Information Governance Specialist team.
  •  Assist with implementation of litigation holds and ethical screens.
  • Perform regular file inventories and drive associated closed-matter scanning.  
  • Send and deliver files to and from off-site storage.
  • Assist in locating missing files.
  • Assist with file moves pertaining to attorney departures, office relocations, war rooms, inter-office transfer, etc… 
  • Assemble and deliver files for distribution.
  • Other duties, as assigned.
Qualified candidates will have at least a high school diploma or GED, and a minimum of 3 years’ experience in a records department. Prior experience in a legal records department is strongly preferred.

This role requires the ability to quickly understand oral and written instructions and complete related tasks largely independently, as this is not expected to be a heavily supervised position. The ability to identify which documents are intrinsic to a file or request is essential to be successful in this position. Candidates will need to know how to interface with a high-speed scanner and related software, and maintain a high level of scrutiny to ensure excellent imaging quality of scanned documents. Applicants should be comfortable regularly utilizing technology to complete daily tasks, including a basic understanding of Microsoft Office programs, PDF programs, and Outlook. Familiarity with Document and Records Management Systems is necessary- NetDocuments and FileTrail are ideal. 
 
This position demands significant internal and external client interaction, so it is critical for applicants to have a demonstrated history of providing superb customer service. This means possessing excellent phone and email etiquette, remaining pleasant and professional under pressure, and maintaining a positive, helpful attitude no matter the circumstance. Punctuality and the ability to adjust working hours based on workflow are core requirements for this role.


Information Governance Manager

Atlanta
We are seeking candidates for a full-time (40 hrs/week) Information Governance Manager position for any of our 8 offices, but preferably to work out of our Cleveland location. Other locations include Atlanta, Chicago, Cincinnati, Columbus, Dayton, New York City, or Washington, D.C. The primary function of this role is to oversee all aspects of electronic and physical Records within the firm, demonstrating both Information Governance and Records expertise and knowledge. This role is responsible for initiating strategic planning and analysis projects, as well as ensuring service standards are met. This role will also require strong personnel management skills in order to successfully manage the Information Governance personnel firm-wide. 

Responsibilities include, but are not limited to;
  • Partner with the Director of Business Intake, Office of General Counsel, CIO and others to develop Records
  • Retention and Information Governance strategies, policies and best practices.
  • Oversee records retention projects for defensible destruction of off-site records.
  • Manage Information Governance Clerks and Specialists in all Firm offices
  • Handle matters impacted by litigation holds, subpoena requests or for which the release of electronic or physical records to another entity is requested.  This will include conducting interviews and documenting collection requirements for physical and electronic files.
  • Liaison between Information Governance staff and Office Administrators/Office Managers to ensure Firm needs are being met consistently.
  • Manage the process of digitizing physical records.
  • Train new Information Governance personnel and re-train existing team members as policies and technologies are updated. Will also work with the Director of Business Intake to organize and conduct training for Firm-wide personnel as needed.
  • Identify, analyze, and act upon opportunities for improvement in the Information Governance department.
  • Communicate necessary procedures, issues, or Firm-wide system/process rollouts to all staff and attorneys.
  • Conduct annual performance reviews, assist in salary/bonus administration tasks, and conduct department recruiting tasks as needed.
The ideal candidate will possess a Bachelor’s degree or equivalent, and a minimum of 5 years’ experience in Information Governance or Records Management in a law firm or similar environment. Applicants are expected to have a firm grasp of industry-leading records keeping practices and methodologies, as well as efficient data repository management practices. Prior experience supervising a multi-office and partially remote team is required. Preference will be given to those with a thorough knowledge of Records Management System software (FileTrail preferred), Document Management System platforms (NetDocuments preferred), and Microsoft Office Suite programs. 

A commitment to providing superb customer service to internal and external clients is critical to being successful in this role. This includes demonstration of excellent verbal, written, and interpersonal skills. Must have significant experience managing projects and teams, including conducting performance reviews, evaluations, and trainings. This position demands someone who can effectively work under pressure, short deadlines, and who can adapt to shifting priorities. The Information Governance Manager is expected to facilitate and develop positive working relationships among the team as well as with other department personnel and attorneys. Punctuality, regular attendance, and a willingness to alter work hours to accommodate workload are essential functions of this role. Occasional travel may be required- estimated at 10% or less. A willingness to obtain Certified Records Manager (CRM), Information Governance Professional (IGP), or equivalent certification is highly desired.


Information Governance Manager

Chicago
We are seeking candidates for a full-time (40 hrs/week) Information Governance Manager position for any of our 8 offices, but preferably to work out of our Cleveland location. Other locations include Atlanta, Chicago, Cincinnati, Columbus, Dayton, New York City, or Washington, D.C. The primary function of this role is to oversee all aspects of electronic and physical Records within the firm, demonstrating both Information Governance and Records expertise and knowledge. This role is responsible for initiating strategic planning and analysis projects, as well as ensuring service standards are met. This role will also require strong personnel management skills in order to successfully manage the Information Governance personnel firm-wide. 

Responsibilities include, but are not limited to;
  • Partner with the Director of Business Intake, Office of General Counsel, CIO and others to develop Records
  • Retention and Information Governance strategies, policies and best practices.
  • Oversee records retention projects for defensible destruction of off-site records.
  • Manage Information Governance Clerks and Specialists in all Firm offices
  • Handle matters impacted by litigation holds, subpoena requests or for which the release of electronic or physical records to another entity is requested.  This will include conducting interviews and documenting collection requirements for physical and electronic files.
  • Liaison between Information Governance staff and Office Administrators/Office Managers to ensure Firm needs are being met consistently.
  • Manage the process of digitizing physical records.
  • Train new Information Governance personnel and re-train existing team members as policies and technologies are updated. Will also work with the Director of Business Intake to organize and conduct training for Firm-wide personnel as needed.
  • Identify, analyze, and act upon opportunities for improvement in the Information Governance department.
  • Communicate necessary procedures, issues, or Firm-wide system/process rollouts to all staff and attorneys.
  • Conduct annual performance reviews, assist in salary/bonus administration tasks, and conduct department recruiting tasks as needed.
The ideal candidate will possess a Bachelor’s degree or equivalent, and a minimum of 5 years’ experience in Information Governance or Records Management in a law firm or similar environment. Applicants are expected to have a firm grasp of industry-leading records keeping practices and methodologies, as well as efficient data repository management practices. Prior experience supervising a multi-office and partially remote team is required. Preference will be given to those with a thorough knowledge of Records Management System software (FileTrail preferred), Document Management System platforms (NetDocuments preferred), and Microsoft Office Suite programs. 

A commitment to providing superb customer service to internal and external clients is critical to being successful in this role. This includes demonstration of excellent verbal, written, and interpersonal skills. Must have significant experience managing projects and teams, including conducting performance reviews, evaluations, and trainings. This position demands someone who can effectively work under pressure, short deadlines, and who can adapt to shifting priorities. The Information Governance Manager is expected to facilitate and develop positive working relationships among the team as well as with other department personnel and attorneys. Punctuality, regular attendance, and a willingness to alter work hours to accommodate workload are essential functions of this role. Occasional travel may be required- estimated at 10% or less. A willingness to obtain Certified Records Manager (CRM), Information Governance Professional (IGP), or equivalent certification is highly desired.

Information Governance Manager

Cincinnati
We are seeking candidates for a full-time (40 hrs/week) Information Governance Manager position for any of our 8 offices, but preferably to work out of our Cleveland location. Other locations include Atlanta, Chicago, Cincinnati, Columbus, Dayton, New York City, or Washington, D.C. The primary function of this role is to oversee all aspects of electronic and physical Records within the firm, demonstrating both Information Governance and Records expertise and knowledge. This role is responsible for initiating strategic planning and analysis projects, as well as ensuring service standards are met. This role will also require strong personnel management skills in order to successfully manage the Information Governance personnel firm-wide. 

Responsibilities include, but are not limited to;
  • Partner with the Director of Business Intake, Office of General Counsel, CIO and others to develop Records
  • Retention and Information Governance strategies, policies and best practices.
  • Oversee records retention projects for defensible destruction of off-site records.
  • Manage Information Governance Clerks and Specialists in all Firm offices
  • Handle matters impacted by litigation holds, subpoena requests or for which the release of electronic or physical records to another entity is requested.  This will include conducting interviews and documenting collection requirements for physical and electronic files.
  • Liaison between Information Governance staff and Office Administrators/Office Managers to ensure Firm needs are being met consistently.
  • Manage the process of digitizing physical records.
  • Train new Information Governance personnel and re-train existing team members as policies and technologies are updated. Will also work with the Director of Business Intake to organize and conduct training for Firm-wide personnel as needed.
  • Identify, analyze, and act upon opportunities for improvement in the Information Governance department.
  • Communicate necessary procedures, issues, or Firm-wide system/process rollouts to all staff and attorneys.
  • Conduct annual performance reviews, assist in salary/bonus administration tasks, and conduct department recruiting tasks as needed.
The ideal candidate will possess a Bachelor’s degree or equivalent, and a minimum of 5 years’ experience in Information Governance or Records Management in a law firm or similar environment. Applicants are expected to have a firm grasp of industry-leading records keeping practices and methodologies, as well as efficient data repository management practices. Prior experience supervising a multi-office and partially remote team is required. Preference will be given to those with a thorough knowledge of Records Management System software (FileTrail preferred), Document Management System platforms (NetDocuments preferred), and Microsoft Office Suite programs. 

A commitment to providing superb customer service to internal and external clients is critical to being successful in this role. This includes demonstration of excellent verbal, written, and interpersonal skills. Must have significant experience managing projects and teams, including conducting performance reviews, evaluations, and trainings. This position demands someone who can effectively work under pressure, short deadlines, and who can adapt to shifting priorities. The Information Governance Manager is expected to facilitate and develop positive working relationships among the team as well as with other department personnel and attorneys. Punctuality, regular attendance, and a willingness to alter work hours to accommodate workload are essential functions of this role. Occasional travel may be required- estimated at 10% or less. A willingness to obtain Certified Records Manager (CRM), Information Governance Professional (IGP), or equivalent certification is highly desired.


Information Governance Manager

Cleveland
We are seeking candidates for a full-time (40 hrs/week) Information Governance Manager position for any of our 8 offices, but preferably to work out of our Cleveland location. Other locations include Atlanta, Chicago, Cincinnati, Columbus, Dayton, New York City, or Washington, D.C. The primary function of this role is to oversee all aspects of electronic and physical Records within the firm, demonstrating both Information Governance and Records expertise and knowledge. This role is responsible for initiating strategic planning and analysis projects, as well as ensuring service standards are met. This role will also require strong personnel management skills in order to successfully manage the Information Governance personnel firm-wide. 

Responsibilities include, but are not limited to;
  • Partner with the Director of Business Intake, Office of General Counsel, CIO and others to develop Records
  • Retention and Information Governance strategies, policies and best practices.
  • Oversee records retention projects for defensible destruction of off-site records.
  • Manage Information Governance Clerks and Specialists in all Firm offices
  • Handle matters impacted by litigation holds, subpoena requests or for which the release of electronic or physical records to another entity is requested.  This will include conducting interviews and documenting collection requirements for physical and electronic files.
  • Liaison between Information Governance staff and Office Administrators/Office Managers to ensure Firm needs are being met consistently.
  • Manage the process of digitizing physical records.
  • Train new Information Governance personnel and re-train existing team members as policies and technologies are updated. Will also work with the Director of Business Intake to organize and conduct training for Firm-wide personnel as needed.
  • Identify, analyze, and act upon opportunities for improvement in the Information Governance department.
  • Communicate necessary procedures, issues, or Firm-wide system/process rollouts to all staff and attorneys.
  • Conduct annual performance reviews, assist in salary/bonus administration tasks, and conduct department recruiting tasks as needed.
The ideal candidate will possess a Bachelor’s degree or equivalent, and a minimum of 5 years’ experience in Information Governance or Records Management in a law firm or similar environment. Applicants are expected to have a firm grasp of industry-leading records keeping practices and methodologies, as well as efficient data repository management practices. Prior experience supervising a multi-office and partially remote team is required. Preference will be given to those with a thorough knowledge of Records Management System software (FileTrail preferred), Document Management System platforms (NetDocuments preferred), and Microsoft Office Suite programs. 

A commitment to providing superb customer service to internal and external clients is critical to being successful in this role. This includes demonstration of excellent verbal, written, and interpersonal skills. Must have significant experience managing projects and teams, including conducting performance reviews, evaluations, and trainings. This position demands someone who can effectively work under pressure, short deadlines, and who can adapt to shifting priorities. The Information Governance Manager is expected to facilitate and develop positive working relationships among the team as well as with other department personnel and attorneys. Punctuality, regular attendance, and a willingness to alter work hours to accommodate workload are essential functions of this role. Occasional travel may be required- estimated at 10% or less. A willingness to obtain Certified Records Manager (CRM), Information Governance Professional (IGP), or equivalent certification is highly desired.


Information Governance Manager

Columbus
We are seeking candidates for a full-time (40 hrs/week) Information Governance Manager position for any of our 8 offices, but preferably to work out of our Cleveland location. Other locations include Atlanta, Chicago, Cincinnati, Columbus, Dayton, New York City, or Washington, D.C. The primary function of this role is to oversee all aspects of electronic and physical Records within the firm, demonstrating both Information Governance and Records expertise and knowledge. This role is responsible for initiating strategic planning and analysis projects, as well as ensuring service standards are met. This role will also require strong personnel management skills in order to successfully manage the Information Governance personnel firm-wide. 

Responsibilities include, but are not limited to;
  • Partner with the Director of Business Intake, Office of General Counsel, CIO and others to develop Records
  • Retention and Information Governance strategies, policies and best practices.
  • Oversee records retention projects for defensible destruction of off-site records.
  • Manage Information Governance Clerks and Specialists in all Firm offices
  • Handle matters impacted by litigation holds, subpoena requests or for which the release of electronic or physical records to another entity is requested.  This will include conducting interviews and documenting collection requirements for physical and electronic files.
  • Liaison between Information Governance staff and Office Administrators/Office Managers to ensure Firm needs are being met consistently.
  • Manage the process of digitizing physical records.
  • Train new Information Governance personnel and re-train existing team members as policies and technologies are updated. Will also work with the Director of Business Intake to organize and conduct training for Firm-wide personnel as needed.
  • Identify, analyze, and act upon opportunities for improvement in the Information Governance department.
  • Communicate necessary procedures, issues, or Firm-wide system/process rollouts to all staff and attorneys.
  • Conduct annual performance reviews, assist in salary/bonus administration tasks, and conduct department recruiting tasks as needed.
The ideal candidate will possess a Bachelor’s degree or equivalent, and a minimum of 5 years’ experience in Information Governance or Records Management in a law firm or similar environment. Applicants are expected to have a firm grasp of industry-leading records keeping practices and methodologies, as well as efficient data repository management practices. Prior experience supervising a multi-office and partially remote team is required. Preference will be given to those with a thorough knowledge of Records Management System software (FileTrail preferred), Document Management System platforms (NetDocuments preferred), and Microsoft Office Suite programs. 

A commitment to providing superb customer service to internal and external clients is critical to being successful in this role. This includes demonstration of excellent verbal, written, and interpersonal skills. Must have significant experience managing projects and teams, including conducting performance reviews, evaluations, and trainings. This position demands someone who can effectively work under pressure, short deadlines, and who can adapt to shifting priorities. The Information Governance Manager is expected to facilitate and develop positive working relationships among the team as well as with other department personnel and attorneys. Punctuality, regular attendance, and a willingness to alter work hours to accommodate workload are essential functions of this role. Occasional travel may be required- estimated at 10% or less. A willingness to obtain Certified Records Manager (CRM), Information Governance Professional (IGP), or equivalent certification is highly desired.


Information Governance Manager

Dayton
We are seeking candidates for a full-time (40 hrs/week) Information Governance Manager position for any of our 8 offices, but preferably to work out of our Cleveland location. Other locations include Atlanta, Chicago, Cincinnati, Columbus, Dayton, New York City, or Washington, D.C. The primary function of this role is to oversee all aspects of electronic and physical Records within the firm, demonstrating both Information Governance and Records expertise and knowledge. This role is responsible for initiating strategic planning and analysis projects, as well as ensuring service standards are met. This role will also require strong personnel management skills in order to successfully manage the Information Governance personnel firm-wide. 

Responsibilities include, but are not limited to;
  • Partner with the Director of Business Intake, Office of General Counsel, CIO and others to develop Records
  • Retention and Information Governance strategies, policies and best practices.
  • Oversee records retention projects for defensible destruction of off-site records.
  • Manage Information Governance Clerks and Specialists in all Firm offices
  • Handle matters impacted by litigation holds, subpoena requests or for which the release of electronic or physical records to another entity is requested.  This will include conducting interviews and documenting collection requirements for physical and electronic files.
  • Liaison between Information Governance staff and Office Administrators/Office Managers to ensure Firm needs are being met consistently.
  • Manage the process of digitizing physical records.
  • Train new Information Governance personnel and re-train existing team members as policies and technologies are updated. Will also work with the Director of Business Intake to organize and conduct training for Firm-wide personnel as needed.
  • Identify, analyze, and act upon opportunities for improvement in the Information Governance department.
  • Communicate necessary procedures, issues, or Firm-wide system/process rollouts to all staff and attorneys.
  • Conduct annual performance reviews, assist in salary/bonus administration tasks, and conduct department recruiting tasks as needed.
The ideal candidate will possess a Bachelor’s degree or equivalent, and a minimum of 5 years’ experience in Information Governance or Records Management in a law firm or similar environment. Applicants are expected to have a firm grasp of industry-leading records keeping practices and methodologies, as well as efficient data repository management practices. Prior experience supervising a multi-office and partially remote team is required. Preference will be given to those with a thorough knowledge of Records Management System software (FileTrail preferred), Document Management System platforms (NetDocuments preferred), and Microsoft Office Suite programs. 

A commitment to providing superb customer service to internal and external clients is critical to being successful in this role. This includes demonstration of excellent verbal, written, and interpersonal skills. Must have significant experience managing projects and teams, including conducting performance reviews, evaluations, and trainings. This position demands someone who can effectively work under pressure, short deadlines, and who can adapt to shifting priorities. The Information Governance Manager is expected to facilitate and develop positive working relationships among the team as well as with other department personnel and attorneys. Punctuality, regular attendance, and a willingness to alter work hours to accommodate workload are essential functions of this role. Occasional travel may be required- estimated at 10% or less. A willingness to obtain Certified Records Manager (CRM), Information Governance Professional (IGP), or equivalent certification is highly desired.


Information Governance Manager

New York
We are seeking candidates for a full-time (40 hrs/week) Information Governance Manager position for any of our 8 offices, but preferably to work out of our Cleveland location. Other locations include Atlanta, Chicago, Cincinnati, Columbus, Dayton, New York City, or Washington, D.C. The primary function of this role is to oversee all aspects of electronic and physical Records within the firm, demonstrating both Information Governance and Records expertise and knowledge. This role is responsible for initiating strategic planning and analysis projects, as well as ensuring service standards are met. This role will also require strong personnel management skills in order to successfully manage the Information Governance personnel firm-wide. 

Responsibilities include, but are not limited to;
  • Partner with the Director of Business Intake, Office of General Counsel, CIO and others to develop Records
  • Retention and Information Governance strategies, policies and best practices.
  • Oversee records retention projects for defensible destruction of off-site records.
  • Manage Information Governance Clerks and Specialists in all Firm offices
  • Handle matters impacted by litigation holds, subpoena requests or for which the release of electronic or physical records to another entity is requested.  This will include conducting interviews and documenting collection requirements for physical and electronic files.
  • Liaison between Information Governance staff and Office Administrators/Office Managers to ensure Firm needs are being met consistently.
  • Manage the process of digitizing physical records.
  • Train new Information Governance personnel and re-train existing team members as policies and technologies are updated. Will also work with the Director of Business Intake to organize and conduct training for Firm-wide personnel as needed.
  • Identify, analyze, and act upon opportunities for improvement in the Information Governance department.
  • Communicate necessary procedures, issues, or Firm-wide system/process rollouts to all staff and attorneys.
  • Conduct annual performance reviews, assist in salary/bonus administration tasks, and conduct department recruiting tasks as needed.
The ideal candidate will possess a Bachelor’s degree or equivalent, and a minimum of 5 years’ experience in Information Governance or Records Management in a law firm or similar environment. Applicants are expected to have a firm grasp of industry-leading records keeping practices and methodologies, as well as efficient data repository management practices. Prior experience supervising a multi-office and partially remote team is required. Preference will be given to those with a thorough knowledge of Records Management System software (FileTrail preferred), Document Management System platforms (NetDocuments preferred), and Microsoft Office Suite programs. 

A commitment to providing superb customer service to internal and external clients is critical to being successful in this role. This includes demonstration of excellent verbal, written, and interpersonal skills. Must have significant experience managing projects and teams, including conducting performance reviews, evaluations, and trainings. This position demands someone who can effectively work under pressure, short deadlines, and who can adapt to shifting priorities. The Information Governance Manager is expected to facilitate and develop positive working relationships among the team as well as with other department personnel and attorneys. Punctuality, regular attendance, and a willingness to alter work hours to accommodate workload are essential functions of this role. Occasional travel may be required- estimated at 10% or less. A willingness to obtain Certified Records Manager (CRM), Information Governance Professional (IGP), or equivalent certification is highly desired.


Information Governance Manager

Washington D.C.
We are seeking candidates for a full-time (40 hrs/week) Information Governance Manager position for any of our 8 offices, but preferably to work out of our Cleveland location. Other locations include Atlanta, Chicago, Cincinnati, Columbus, Dayton, New York City, or Washington, D.C. The primary function of this role is to oversee all aspects of electronic and physical Records within the firm, demonstrating both Information Governance and Records expertise and knowledge. This role is responsible for initiating strategic planning and analysis projects, as well as ensuring service standards are met. This role will also require strong personnel management skills in order to successfully manage the Information Governance personnel firm-wide. 

Responsibilities include, but are not limited to;
  • Partner with the Director of Business Intake, Office of General Counsel, CIO and others to develop Records
  • Retention and Information Governance strategies, policies and best practices.
  • Oversee records retention projects for defensible destruction of off-site records.
  • Manage Information Governance Clerks and Specialists in all Firm offices
  • Handle matters impacted by litigation holds, subpoena requests or for which the release of electronic or physical records to another entity is requested.  This will include conducting interviews and documenting collection requirements for physical and electronic files.
  • Liaison between Information Governance staff and Office Administrators/Office Managers to ensure Firm needs are being met consistently.
  • Manage the process of digitizing physical records.
  • Train new Information Governance personnel and re-train existing team members as policies and technologies are updated. Will also work with the Director of Business Intake to organize and conduct training for Firm-wide personnel as needed.
  • Identify, analyze, and act upon opportunities for improvement in the Information Governance department.
  • Communicate necessary procedures, issues, or Firm-wide system/process rollouts to all staff and attorneys.
  • Conduct annual performance reviews, assist in salary/bonus administration tasks, and conduct department recruiting tasks as needed.
The ideal candidate will possess a Bachelor’s degree or equivalent, and a minimum of 5 years’ experience in Information Governance or Records Management in a law firm or similar environment. Applicants are expected to have a firm grasp of industry-leading records keeping practices and methodologies, as well as efficient data repository management practices. Prior experience supervising a multi-office and partially remote team is required. Preference will be given to those with a thorough knowledge of Records Management System software (FileTrail preferred), Document Management System platforms (NetDocuments preferred), and Microsoft Office Suite programs. 

A commitment to providing superb customer service to internal and external clients is critical to being successful in this role. This includes demonstration of excellent verbal, written, and interpersonal skills. Must have significant experience managing projects and teams, including conducting performance reviews, evaluations, and trainings. This position demands someone who can effectively work under pressure, short deadlines, and who can adapt to shifting priorities. The Information Governance Manager is expected to facilitate and develop positive working relationships among the team as well as with other department personnel and attorneys. Punctuality, regular attendance, and a willingness to alter work hours to accommodate workload are essential functions of this role. Occasional travel may be required- estimated at 10% or less. A willingness to obtain Certified Records Manager (CRM), Information Governance Professional (IGP), or equivalent certification is highly desired.


Intellectual Property Palegal

Atlanta
Thompson Hine is currently searching for an experienced Intellectual Property Paralegal to fill a full-time (40 hrs/week) position in our Atlanta office. This role is responsible for preparing and electronically filing documents pertaining to US and PCT patent applications, including electronically filing US applications, responses to office actions, appeal briefs, international (PCT) applications, PCT amendments, and preparing documents and other related filings. The IP Paralegal also prepares foreign filing estimates, documents and instructions for PCT national phase filings, and status and docket reports for clients. Lastly, this individual will oversee domestic and foreign patent prosecution matters, from filing through grants (including payment of annuity and maintenance fees).

Specific responsibilities include, but are not limited to;
  • File patent applications, international (PCT) applications and amendments, responses to office actions, appeal briefs, and other formal papers.
  • Prepare and file all transmittals, cover sheets, application data sheets, assignments, declarations, information disclosure statements, recordation of assignments, name changes, correspondence address forms, and other application components and particulars, as applicable, in each case related to domestic and foreign patent applications. 
  • Utilize USPTO and other government agency electronic filing systems, databases, and other online resources
  • Assemble patent and non-patent literature, and coordinate with clients to obtain any further materials and information for such disclosure purposes.
  • Address the various filing formalities and procedures of patent offices throughout the world.
  • Contact clients to obtain necessary documents and information to prepare, file and prosecute patent applications. 
  • Complete Notice of Allowance checklist, due diligence, and payment of issue fee. 
  • Manage, coordinate, and prepare filing particulars for maintenance and annuity fee payments for domestic and foreign patent applications.  
  • Review and report correspondence received from U.S. and foreign patent offices.  Review and report upon client instructions, including preparing drafts of communications responsive to client instructions or inquiries related to domestic and foreign applications.
  • Proofread, photocopy, scan documents into the firm’s document management system. 
  • Provide back-up support to other team members as needed.  Willingness and flexibility to work closely with all other departments as needed.  
  • Complete additional special projects, as assigned.
Qualified candidates will have a at least a 4-year college degree, or 4+ years of Paralegal experience. A degree in Paralegal Studies or Paralegal Certification, plus 8-10 years of patent prosecution experience is preferred. This should include a detailed knowledge of patent filing and prosecution practices in the USPTO, PTC, and other major worldwide jurisdictions. Applicants should have a working knowledge of patent docketing software and intermediate knowledge of Microsoft Office Suite programs. IPR knowledge and experience with LEXIS is a plus.

The IP Paralegal will be expected to regularly communicate with a diverse group of employees, including attorneys, secretaries, and staff, as well as clients. As such, candidates should possess strong verbal and written communication, and interpersonal skills. Maintaining a high standard for providing excellent customer service is critical to being successful in this capacity. The nature of this position requires the ability to calmly and efficiently handle tasks under pressure and shift priorities as needed. Regular attendance, punctuality, and the ability to adjust work hours depending on workflow are all essential functions of this role.


Legal Project Manager

Cleveland

We are seeking candidates for a full-time (40 hours per week) Legal Project Manager in Ohio (Cincinnati, Cleveland, Columbus or Dayton), Florida, Georgia, Illinois, Missouri, New York, Pennsylvania, Washington DC or Wisconsin. The candidate will join our established, award winning SmartPaTH® Team, and will continue to move forward the firm’s innovation initiatives. 

This individual will serve as primary project manager across all practice areas and play a key role in the management of significant client engagements.  The position will work with legal teams to help manage project performance against expectations including budgeting and forecasting, comparison to actual time and billing, project calendaring, milestone development, staffing options, scope changes, communication plans, and project close activities. The individual will also assist with providing direction and developing strategies to support Firm needs and establish the policies, forms, templates, and tools to be used by our lawyers and staff to help ensure that matters are executed efficiently and within established budgets.

The ideal candidate will be a highly effective communicator with demonstrated strengths in building relationships and working collaboratively with others on the team and across the firm.  Candidates must be able to demonstrate a successful track record of supporting legal projects and display exceptional judgment and discretion.

 

A Bachelor's degree with at least one to three years of project management experience within a professional, consulting or legal services environment is required. Paralegal Certificate or J.D. and knowledge of facility with third party reporting software (i.e., Tableau, Power BI, Aderant) preferred.

 



Legal Talent Coordinator

Cleveland
We are seeking experienced candidates for a full-time (40hrs/week) Legal Talent Coordinator position in Thompson Hine’s Downtown Cleveland office. As an integral member of the Talent Management team, this individual will work closely with managers and the Director of legal talent to perform day-to-day recruiting and professional development functions for all Firm offices.

Responsibilities include, but are not limited to;
  • Data entry into and general maintenance of attorney candidate statuses and information through the Firm’s Applicant Tracking System, ViRecruit.
  • Coordinate lateral lawyer interviews and travel arrangements, as needed.
  • Circulate schedules and meeting materials to interviewers and support staff.
  • Assist in collection of candidate evaluations/feedback for recruiting and the On-Campus Interviewing Program (OCI).
  • Process background and conflicts checks, and complete reference checks.
  • Draft offer letters and prepare offer packages.
  • Draft welcome emails.
  • Provide back-up administrative support to the Legal Talent Assistant as needed. This includes;
  1. Creating Employee Status Publication (ESP) documents for attorney hires
  2. Data entry and maintenance of candidate profiles in the RedCarpet on-boarding system.
  3. Coordinating orientation schedules.
  4. Collection of new hire paperwork
  5. Completing tasks and documentation associated with attorney departures.
  • Provide secondary administrative support to the Firm’s Professional Development team
  • Assist with the collection of Summer Associate work assignments and evaluations during the Firm’s Summer Program.
  • Assist with Summer Program event planning and attend after-hours events as needed.
Ideal candidates will possess a Bachelor’s degree and at least 2 years of administrative experience in a professional services setting. Strong computer skills (especially advanced Excel functions) and database/data entry experience required.
Superb interpersonal, organizational, and communication skills, as well as a proactive work ethic, are critical to being successful in this position. Candidates should be team-oriented and adaptable to shifting priorities. Must have exceptional attention to detail, meet strict deadlines, and work efficiently under pressure. Applicants will need to be open to working overtime hours- the responsibilities of this position will sometimes require that the employee work 40+ hours in one week.


Manager of Financial Planning & Analysis

Cleveland

We are currently seeking candidates for a full-time (40+ hours per week) Manager of Financial Planning & Analysis in our downtown Cleveland office.  This position will be responsible for supporting strategic and operational initiatives of the Firm for which analysis drives decision-making.  This position is expected to be the analytical lead on these or similar initiatives and be able to understand the needs, develop the content (analysis, metrics, presentations), present the findings, make recommendations and see the projects from start to finish.  The role has daily and monthly compliance responsibilities as well as involvement in the development and execution of strategic initiatives.  This role also supports other departments to fulfill their responsibilities.

Reporting to the Director of Financial Analysis & Planning, job duties include, but are not limited to:

Support of Firm Strategy and Initiatives

  • Business Unit Planning and Performance – monitor performance of our practices and offices; prepare and/or present to leadership or groups of lawyers; participate in business planning; make observations / findings and recommendations based on findings; ongoing support and follow-up on goals set and initiatives established
  • Profitability - prepare analysis, present findings, follow-up and other activities as part of Client Profitability Initiative and Target Hours initiative
  • Target Hours – facilitate setting of target hours with Practice Group Leaders; monitor periodic results and provide insights to PGL’s; identify action items and provide follow-up; provide periodic status to management; prepare and distribute monthly reporting
  • Mergers & Acquisitions – assist in analysis relative to possible combinations or group acquisitions
  • Other initiatives – support other initiatives of the firm or departments as needed; lead the finance analytical function for these initiatives
  • Use finance tools to create self-service tools for other departments or management based on request or identification of needs
  • Create or maintain data sources needed to generate analysis or reporting
 

Ad-hoc Analysis and Support

  • Support the Director of Strategic Finance as backup for Lateral Hire Projections and other duties as requested.
  •  Use finance tools to create self-service tools for other departments or management based on request or identification of need.
  •  Separately provide insights, analyses or observations developed from his or her understanding of Thompson Hine and/or the legal profession; take initiative to add value to the organization outside of just the finance department

Other Activities

  • Create or maintain data sources needed to generate analysis or reporting; this may be part of an initiative or in support of information needed by other departments of the firm.

Qualified candidates will have a Bachelor’s Degree in Business or Accounting, and a minimum of ten years of relative experience.  Candidates must also have experience preparing or interpreting financial statements and experience in analyzing financial trends and variances.  Experience with analytical tools or data mining tools and working with large data sets is required – our key applications include Excel, Business Objects, Tableau, Quantrix, and Xcelerate.  A CPA license or MBA is preferred. 


National Practice and Regional Growth Manager

Chicago

We are currently seeking candidates for a full-time (40+ hours per week) National Practice & Regional Growth Manager to be based in our Chicago office.  The person in this role will provide office-specific support to the Chicago office and practice group support to assigned firm-wide practice group(s).  This individual will work collaboratively to share knowledge and actively partner with others across the Marketing & Strategy team.  This position reports to an engaged Senior Marketing Operations Direct (based in Cleveland).

 

This position will work with the Office Partner-in-Charge and Chicago partners to develop, lead, drive and execute all regional business development and marketing projects and initiatives for the Chicago partners and associates, with a focus on growing the Chicago-based practice of the firm. In addition, this position will support one or more practice groups on a national basis, working closely with the Practice Group Leader(s) in all aspects of management of the practice group through the provision of marketing, business development, knowledge management and financial analysis.

 

Ideal candidates will exhibit exceptional relational and communication skills, with an emphasis on client service.  Candidates should also exhibit the ability to leverage expertise in problem solving, change leadership and a maintain a highly effective proactive work style. This position is part of a high-performing marketing and business development team where original thought and diverse perspectives are encouraged and mutual respect is expected. Ideal candidates will flourish in a fast-paced environment, show flexibility and adaptability, and exercise sound judgment in a dynamic, multi-office culture where change is prevalent, and priorities shift to meet changing business needs, and a strong hands-on approach to their work.

 

The priorities of this role will focus on developing and implementing office and practice group business plans, introducing new initiatives, and bringing market intelligence and client trends to the table when dealing with all responsibilities, including market positioning and communications strategy, events, RFPs, budgeting, targeting and planning, client service initiatives and externally focused visibility opportunities for individuals and the firm.

 

A Bachelor’s degree in marketing, business or a related field and seven+ years of relevant experience evidenced by a sophisticated business acumen and progressive responsibilities within the professional services industry, preferably legal, is required.  A deep knowledge of the Chicago legal, professional and business landscape is highly preferred.


Paralegal-Commercial & Public Finance

Cleveland
We are currently seeking an experienced Paralegal to join our Commercial & Public Finance practice group in our downtown Cleveland office. This position will be under direct supervision of the Partner and/or Associate on a given matter.

Position responsibilities include, but are not limited to;
 
  • Participate in due diligence and other reviews of client records and files.
  • Coordinate searches and filings with vendors, appropriate courts, recorders’ office, governmental agencies, and other parties.
  • Organize client materials and attorney work product, including indexing of documents and the use of databases, including EXCEL spreadsheets.
  • Prepare and maintain timetables and checklists for transactions.
  • Attend status meetings with clients and lawyers.
  • Draft, edit and otherwise assist in the preparation of legal documents and correspondence-including basic bond sale documents for public finance practice.
  • Prepare applications, submissions and filings for governmental consents and approvals of transactions for public finance practice.
  • Organize, prepare for and attend closings, including ordering of closing documents (good standing certificates/certified documents), setting up the closing and overseeing the execution, recordation (if necessary) and delivery of agreements and documents.
  • Handle post-closing matters, including file organization, bible preparation and follow-up efforts to obtain recorded documents and other post-closing documents.
UCC Documents:
  • Prepare and file UCC-1 financing statements (state and county).
  • Prepare and file UCC-3 amendments (continuations, releases, assignments, terminations, etc.).
  • Conduct UCC searches of state and county records.

Qualified candidates will have a 4-year college degree and at least 3 years of experience as a Paralegal in this area. Ideal candidates will have a degree in Paralegal Studies, or a Paralegal Certificate, but it is not required to apply for this position. Applicants must have familiarity with the basic concepts of commercial law and the Uniform Commercial Code. Preference will be given to those who have experience with LEXIS, Hot Docs, Case Map, and Microsoft Office suite. 

The ability to handle tasks under pressure and operate efficiently under tight deadlines are critical to being successful in this role. Superb interpersonal skills (verbal and written) and the desire to consistently provide excellent customer service to internal and external clients are mandatory competencies for our Paralegals. This position will occasionally require employees to work additional hours or adjust their work schedule as determined by workflow.


Paralegal-Corporate Transactions and Securities

Cleveland
We are currently seeking an experienced Paralegal to join our Corporate Transactions and Securities practice group in any of our following offices; Cleveland, Columbus, Chicago, or New York. This position will be under direct supervision of the Partner and/or Associate on a given matter.

Position responsibilities include, but are not limited to;

General Corporate Operations:
  • Prepare basic organizational documents for for-profit corporations, non-profit corporations, limited liability companies, limited partnerships, and general partnerships. Such documents include;
1. Articles of Incorporation
2. Original Appointment of Statutory Agent
3. Initial subscriptions, shareholder and director actions, and member minutes
4. Code of regulations
5. Stock journal and certificates
6. Applications for Exemption
7. IRS Form 1023
8. Operating, partnership, and limited partnership agreements
9. Membership certificates
10. Certificates of Limited Partnership
11. Statements of Authority
 
  • Prepare forms or resolutions to qualify applicable groups in foreign jurisdictions and amend or dissolve related charter documents.
UCC Documents:
  • Prepare and file UCC-1 financing statements (state and county).
  • Prepare and file UCC-3 amendments (continuations, releases, assignments, terminations, etc.); and conduct UCC searches of state and county records.
 M&A and other Transactional Documents:
  • Prepare basic transactional documents including; Buy-Sell (Shareholder) agreements, stock purchase agreements, assignment and assumption agreements, stock powers and lost stock affidavits, close corporation agreements, certificates of merger and assist with the preparation of merger agreements, documents to convert entities from one form of organization to another.
  • Obtain and organize due diligence documents.
  • Prepare closing checklists and basic closing certificates.
  • Organize and attend closings; review and finalize closing documents to include appropriate schedules and exhibits; witness and acknowledge closing documents.
 Securities Transactions:
  • Assist with the preparation of state and federal securities exemption filings and blue sky research.
 
Qualified candidates will have a 4-year college degree and at least 3 years of experience as a Paralegal in this area. Applicants must have familiarity with Ohio and Delaware General Corporation Law, the Ohio Nonprofit Corporation Law, Ohio Limited Liability Company Law, and Delaware Limited Liability Company Act. Familiarity with the federal security acts of 1933 and 1934, and the Uniform Commercial Code are also highly desired. Ideal candidates will also have experience with LEXIS, Hot Docs, Case Map, and Microsoft Office suite. 

The ability to handle tasks under pressure and operate efficiently under tight deadlines are critical to being successful in this role. Superb interpersonal skills (verbal and written) and the desire to consistently provide excellent customer service to internal and external clients are mandatory competencies for our Paralegals. This position will occasionally require employees to work additional hours or adjust their work schedule as determined by workflow.


Paralegal-Corporate Transactions and Securities

Columbus
We are currently seeking an experienced Paralegal to join our Corporate Transactions and Securities practice group in any of our following offices; Cleveland, Columbus, Chicago, or New York. This position will be under direct supervision of the Partner and/or Associate on a given matter.

Position responsibilities include, but are not limited to;

General Corporate Operations:
  • Prepare basic organizational documents for for-profit corporations, non-profit corporations, limited liability companies, limited partnerships, and general partnerships. Such documents include;
1. Articles of Incorporation
2. Original Appointment of Statutory Agent
3. Initial subscriptions, shareholder and director actions, and member minutes
4. Code of regulations
5. Stock journal and certificates
6. Applications for Exemption
7. IRS Form 1023
8. Operating, partnership, and limited partnership agreements
9. Membership certificates
10. Certificates of Limited Partnership
11. Statements of Authority
  • Prepare forms or resolutions to qualify applicable groups in foreign jurisdictions and amend or dissolve related charter documents.
UCC Documents:
  • Prepare and file UCC-1 financing statements (state and county).
  • Prepare and file UCC-3 amendments (continuations, releases, assignments, terminations, etc.); and conduct UCC searches of state and county records.
M&A and other Transactional Documents:
  • Prepare basic transactional documents including; Buy-Sell (Shareholder) agreements, stock purchase agreements, assignment and assumption agreements, stock powers and lost stock affidavits, close corporation agreements, certificates of merger and assist with the preparation of merger agreements, documents to convert entities from one form of organization to another.
  • Obtain and organize due diligence documents.
  • Prepare closing checklists and basic closing certificates.
  • Organize and attend closings; review and finalize closing documents to include appropriate schedules and exhibits; witness and acknowledge closing documents.
Securities Transactions:
  • Assist with the preparation of state and federal securities exemption filings and blue sky research.
Qualified candidates will have a 4-year college degree and at least 3 years of experience as a Paralegal in this area. Applicants must have familiarity with Ohio and Delaware General Corporation Law, the Ohio Nonprofit Corporation Law, Ohio Limited Liability Company Law, and Delaware Limited Liability Company Act. Familiarity with the federal security acts of 1933 and 1934, and the Uniform Commercial Code are also highly desired. Ideal candidates will also have experience with LEXIS, Hot Docs, Case Map, and Microsoft Office suite. 

The ability to handle tasks under pressure and operate efficiently under tight deadlines are critical to being successful in this role. Superb interpersonal skills (verbal and written) and the desire to consistently provide excellent customer service to internal and external clients are mandatory competencies for our Paralegals. This position will occasionally require employees to work additional hours or adjust their work schedule as determined by workflow.


Paralegal-Corporate Transactions and Securities

Chicago
We are currently seeking an experienced Paralegal to join our Corporate Transactions and Securities practice group in any of our following offices; Cleveland, Columbus, Chicago, or New York. This position will be under direct supervision of the Partner and/or Associate on a given matter.

Position responsibilities include, but are not limited to;

General Corporate Operations:
  • Prepare basic organizational documents for for-profit corporations, non-profit corporations, limited liability companies, limited partnerships, and general partnerships. Such documents include;
1. Articles of Incorporation
2. Original Appointment of Statutory Agent
3. Initial subscriptions, shareholder and director actions, and member minutes
4. Code of regulations
5. Stock journal and certificates
6. Applications for Exemption
7. IRS Form 1023
8. Operating, partnership, and limited partnership agreements
9. Membership certificates
10. Certificates of Limited Partnership
11. Statements of Authority
  • Prepare forms or resolutions to qualify applicable groups in foreign jurisdictions and amend or dissolve related charter documents.
UCC Documents:
  • Prepare and file UCC-1 financing statements (state and county).
  • Prepare and file UCC-3 amendments (continuations, releases, assignments, terminations, etc.); and conduct UCC searches of state and county records.
M&A and other Transactional Documents:
  • Prepare basic transactional documents including; Buy-Sell (Shareholder) agreements, stock purchase agreements, assignment and assumption agreements, stock powers and lost stock affidavits, close corporation agreements, certificates of merger and assist with the preparation of merger agreements, documents to convert entities from one form of organization to another.
  • Obtain and organize due diligence documents.
  • Prepare closing checklists and basic closing certificates.
  • Organize and attend closings; review and finalize closing documents to include appropriate schedules and exhibits; witness and acknowledge closing documents.
Securities Transactions:
  • Assist with the preparation of state and federal securities exemption filings and blue sky research.
Qualified candidates will have a 4-year college degree and at least 3 years of experience as a Paralegal in this area. Applicants must have familiarity with Ohio and Delaware General Corporation Law, the Ohio Nonprofit Corporation Law, Ohio Limited Liability Company Law, and Delaware Limited Liability Company Act. Familiarity with the federal security acts of 1933 and 1934, and the Uniform Commercial Code are also highly desired. Ideal candidates will also have experience with LEXIS, Hot Docs, Case Map, and Microsoft Office suite. 

The ability to handle tasks under pressure and operate efficiently under tight deadlines are critical to being successful in this role. Superb interpersonal skills (verbal and written) and the desire to consistently provide excellent customer service to internal and external clients are mandatory competencies for our Paralegals. This position will occasionally require employees to work additional hours or adjust their work schedule as determined by workflow.


Paralegal-Corporate Transactions and Securities

New York
We are currently seeking an experienced Paralegal to join our Corporate Transactions and Securities practice group in any of our following offices; Cleveland, Columbus, Chicago, or New York. This position will be under direct supervision of the Partner and/or Associate on a given matter.

Position responsibilities include, but are not limited to:

General Corporate Operations:
  • Prepare basic organizational documents for for-profit corporations, non-profit corporations, limited liability companies, limited partnerships, and general partnerships. Such documents include;
1. Articles of Incorporation
2. Original Appointment of Statutory Agent
3. Initial subscriptions, shareholder and director actions, and member minutes
4. Code of regulations
5. Stock journal and certificates
6. Applications for Exemption
7. IRS Form 1023
8. Operating, partnership, and limited partnership agreements
9. Membership certificates
10. Certificates of Limited Partnership
11. Statements of Authority
  • Prepare forms or resolutions to qualify applicable groups in foreign jurisdictions and amend or dissolve related charter documents.
UCC Documents:
  • Prepare and file UCC-1 financing statements (state and county).
  • Prepare and file UCC-3 amendments (continuations, releases, assignments, terminations, etc.); and conduct UCC searches of state and county records.
M&A and other Transactional Documents:
  • Prepare basic transactional documents including; Buy-Sell (Shareholder) agreements, stock purchase agreements, assignment and assumption agreements, stock powers and lost stock affidavits, close corporation agreements, certificates of merger and assist with the preparation of merger agreements, documents to convert entities from one form of organization to another.
  • Obtain and organize due diligence documents.
  • Prepare closing checklists and basic closing certificates.
  • Organize and attend closings; review and finalize closing documents to include appropriate schedules and exhibits; witness and acknowledge closing documents.
Securities Transactions:
  • Assist with the preparation of state and federal securities exemption filings and blue sky research.
Qualified candidates will have a 4-year college degree and at least 3 years of experience as a Paralegal in this area. Applicants must have familiarity with Ohio and Delaware General Corporation Law, the Ohio Nonprofit Corporation Law, Ohio Limited Liability Company Law, and Delaware Limited Liability Company Act. Familiarity with the federal security acts of 1933 and 1934, and the Uniform Commercial Code are also highly desired. Ideal candidates will also have experience with LEXIS, Hot Docs, Case Map, and Microsoft Office suite. 

The ability to handle tasks under pressure and operate efficiently under tight deadlines are critical to being successful in this role. Superb interpersonal skills (verbal and written) and the desire to consistently provide excellent customer service to internal and external clients are mandatory competencies for our Paralegals. This position will occasionally require employees to work additional hours or adjust their work schedule as determined by workflow.


Personal/Fiduciary Tax Advisor and Preparer

Cincinnati
We are currently searching for an experienced Personal/Fiduciary Tax Advisor and Preparer in any of our following offices; Cincinnati, Cleveland, Columbus, or Dayton. This position is classified as a non-attorney professional.  This role is responsible for performing a variety of tax return preparation and filing, fiduciary accounting tasks- including estate and tax planning projections-, and estate and trust administration analytics.

Responsibilities include, but are not limited to;
  • Preparation of individual income tax returns and gift tax returns.
  • Preparation and review of all types of fiduciary tax returns, including federal estate tax returns, income tax returns for trusts and estates, Generation-Skipping Transfer tax forms, information returns for private foundations, and tax returns for charitable trusts.  Forms 1041, 1040, 5227, 990-PF, 709 and 706.
  • Assisting in the response of IRS audits including the written draft response and coordination of exhibits.
  • Maintaining group task management database to accurately track deadlines of tax returns, annuity payments, Form 709s and ETIPs.
  • Providing support to lawyers as part of client team, which includes running calculations for interest on notes, tax projections and estate plans, analytical analysis, financial modeling, tax projections, and estate planning flow charts.
  • Working closely with clients regarding accounting and tax issues pertaining to individuals, partnerships and corporations.
  • Researching relevant tax laws related to tax preparation.
Qualified candidates should have a Bachelor’s degree and at least 5 years’ experience in a related field, or an equivalent combination of education and experience. Applicants must also be a CPA or have an Enrolled Agent Designation to be considered for this position.
 
The individual in this role will be working primarily in a team setting. As such, those who prefer to work alongside and cooperatively with others would be best-suited for this opening. Thorough tax preparation experience and the ability to effectively manage a fast-paced and high-volume workload are essential to being successful in this role. Familiarity with ProSystems, GEMS, and Number Cruncher is highly desired. This position demands superb written and verbal communication skills, as well as the ability to interact with High Net Worth clients.

Personal/Fiduciary Tax Advisor and Preparer

Cleveland
We are currently searching for an experienced Personal/Fiduciary Tax Advisor and Preparer in any of our following offices; Cincinnati, Cleveland, Columbus, or Dayton. This position is classified as a non-attorney professional.  This role is responsible for performing a variety of tax return preparation and filing, fiduciary accounting tasks- including estate and tax planning projections-, and estate and trust administration analytics.

Responsibilities include, but are not limited to;
  • Preparation of individual income tax returns and gift tax returns.
  • Preparation and review of all types of fiduciary tax returns, including federal estate tax returns, income tax returns for trusts and estates, Generation-Skipping Transfer tax forms, information returns for private foundations, and tax returns for charitable trusts.  Forms 1041, 1040, 5227, 990-PF, 709 and 706.
  • Assisting in the response of IRS audits including the written draft response and coordination of exhibits.
  • Maintaining group task management database to accurately track deadlines of tax returns, annuity payments, Form 709s and ETIPs.
  • Providing support to lawyers as part of client team, which includes running calculations for interest on notes, tax projections and estate plans, analytical analysis, financial modeling, tax projections, and estate planning flow charts.
  • Working closely with clients regarding accounting and tax issues pertaining to individuals, partnerships and corporations.
  • Researching relevant tax laws related to tax preparation.
Qualified candidates should have a Bachelor’s degree and at least 5 years’ experience in a related field, or an equivalent combination of education and experience. Applicants must also be a CPA or have an Enrolled Agent Designation to be considered for this position.
The individual in this role will be working primarily in a team setting. As such, those who prefer to work alongside and cooperatively with others would be best-suited for this opening. Thorough tax preparation experience and the ability to effectively manage a fast-paced and high-volume workload are essential to being successful in this role. Familiarity with ProSystems, GEMS, and Number Cruncher is highly desired. This position demands superb written and verbal communication skills, as well as the ability to interact with High Net Worth clients.

Personal/Fiduciary Tax Advisor and Preparer

Columbus
We are currently searching for an experienced Personal/Fiduciary Tax Advisor and Preparer in any of our following offices; Cincinnati, Cleveland, Columbus, or Dayton. This position is classified as a non-attorney professional.  This role is responsible for performing a variety of tax return preparation and filing, fiduciary accounting tasks- including estate and tax planning projections-, and estate and trust administration analytics.

Responsibilities include, but are not limited to;
  • Preparation of individual income tax returns and gift tax returns.
  • Preparation and review of all types of fiduciary tax returns, including federal estate tax returns, income tax returns for trusts and estates, Generation-Skipping Transfer tax forms, information returns for private foundations, and tax returns for charitable trusts.  Forms 1041, 1040, 5227, 990-PF, 709 and 706.
  • Assisting in the response of IRS audits including the written draft response and coordination of exhibits.
  • Maintaining group task management database to accurately track deadlines of tax returns, annuity payments, Form 709s and ETIPs.
  • Providing support to lawyers as part of client team, which includes running calculations for interest on notes, tax projections and estate plans, analytical analysis, financial modeling, tax projections, and estate planning flow charts.
  • Working closely with clients regarding accounting and tax issues pertaining to individuals, partnerships and corporations.
  • Researching relevant tax laws related to tax preparation.
Qualified candidates should have a Bachelor’s degree and at least 5 years’ experience in a related field, or an equivalent combination of education and experience. Applicants must also be a CPA or have an Enrolled Agent Designation to be considered for this position.
The individual in this role will be working primarily in a team setting. As such, those who prefer to work alongside and cooperatively with others would be best-suited for this opening. Thorough tax preparation experience and the ability to effectively manage a fast-paced and high-volume workload are essential to being successful in this role. Familiarity with ProSystems, GEMS, and Number Cruncher is highly desired. This position demands superb written and verbal communication skills, as well as the ability to interact with High Net Worth clients.

Personal/Fiduciary Tax Advisor and Preparer

Dayton
We are currently searching for an experienced Personal/Fiduciary Tax Advisor and Preparer in any of our following offices; Cincinnati, Cleveland, Columbus, or Dayton. This position is classified as a non-attorney professional.  This role is responsible for performing a variety of tax return preparation and filing, fiduciary accounting tasks- including estate and tax planning projections-, and estate and trust administration analytics.

Responsibilities include, but are not limited to;
  • Preparation of individual income tax returns and gift tax returns.
  • Preparation and review of all types of fiduciary tax returns, including federal estate tax returns, income tax returns for trusts and estates, Generation-Skipping Transfer tax forms, information returns for private foundations, and tax returns for charitable trusts.  Forms 1041, 1040, 5227, 990-PF, 709 and 706.
  • Assisting in the response of IRS audits including the written draft response and coordination of exhibits.
  • Maintaining group task management database to accurately track deadlines of tax returns, annuity payments, Form 709s and ETIPs.
  • Providing support to lawyers as part of client team, which includes running calculations for interest on notes, tax projections and estate plans, analytical analysis, financial modeling, tax projections, and estate planning flow charts.
  • Working closely with clients regarding accounting and tax issues pertaining to individuals, partnerships and corporations.
  • Researching relevant tax laws related to tax preparation.
Qualified candidates should have a Bachelor’s degree and at least 5 years’ experience in a related field, or an equivalent combination of education and experience. Applicants must also be a CPA or have an Enrolled Agent Designation to be considered for this position.
The individual in this role will be working primarily in a team setting. As such, those who prefer to work alongside and cooperatively with others would be best-suited for this opening. Thorough tax preparation experience and the ability to effectively manage a fast-paced and high-volume workload are essential to being successful in this role. Familiarity with ProSystems, GEMS, and Number Cruncher is highly desired. This position demands superb written and verbal communication skills, as well as the ability to interact with High Net Worth clients.

Project Assistant- Immigration

Cleveland
We are currently seeking an experienced Project Assistant to join the Immigration group in our Downtown Cleveland office. This full-time (40 hrs/week) position’s primary function will be to support the Immigration practice by completing billable and managing administrative tasks. This role will be under the direct supervision of the attorneys in the immigration group and will work closely with paralegals.

Position responsibilities include, but are not limited to;

 
  • Monitor project progress by inputting and updating information in immigration software programs and practice spreadsheets and maintaining reports for active matters.
  • Review material received from client to complete immigration forms, for review by responsible lawyer.
  • Finalize and release time entries for timekeepers on the immigration team.
  • Confirm invoices are consistent with clients’ flat fee schedules.
  • Maintain the calendar and manage the billing process for the lead Immigration attorney.
  • Assist the billing department in maintaining and updating billing notes.
  • Obtain checks for filing fees and assemble petitions for filing according to procedure required by specific agency.
  • Provide information regarding deadlines and expiration of immigration statuses for firm-wide docket system.
  • Prepare copies of petitions for internal files as well as transmission to clients.
  • Prepare FedEx labels for shipping petitions.
  • Prepare check requisitions
 
Qualified candidates will have, at minimum, an Associates degree and one year of experience in Immigration. Ideal candidates will have a Bachelors degree and more than 1 year of experience.

Applicants should have a proactive, solution-focused attitude. Superb organizational skills and impeccable attention to detail are essential functions of this position, especially as it relates to filing petitions. The Project Assistant role is expected to highlight inefficiencies where possible, so candidates should be comfortable making suggestions and actively participating in process improvement discussions. Excellent time management skills, professional phone and email etiquette, and the ability to work under tight deadlines are also very important to being successful in this type of position. The nature of this position will also require schedule flexibility- overtime or a change in schedule will sometimes be necessary, depending on the workflow in the Immigration area. 



Secretary/Receptionist

Chicago

We are currently seeking candidates to fill our full-time (40 hours per week) Secretary/ Receptionist position in our Chicago office.

 The primary function of this role is to provide secretarial and administrative assistance and manage workflow for three or more timekeepers.  This position is expected to actively participate in workflow collaboration and team with peers and management to achieve best practices and outstanding client service.

Other core responsibilities include, but are not limited to, the following;

  • Draft correspondence, memoranda, and other legal documents to be reviewed by attorney/paralegal.
  • Reads, sorts, and date stamps incoming mail.  Ensures outgoing mail is timely delivered.
  • Answer telephone calls, take messages, and operate a switchboard console (transfers, paging, night line activation, etc.).
  • Establish and maintain calendar, contact lists, and deadline reminder systems.
  • Request files and conflict of interest checks for attorneys through Business Intake and the Information Governance  Department, and follow up as needed.
  • Maintain attorney and general office files, including reviewing and preparing files to be closed when matters are complete.
  • Enter attorney and paralegal time into the timekeeping system.
  • Make appointments and travel arrangements for attorneys and paralegals.
  • Book conference room meetings, lunches, and video conferences.
  • Greet clients and visitors to the office and advise appropriate personnel of their arrival.
  • Provide excellent customer service to both external and internal clients and adopt practices which maintain the confidentiality of attorney-client relationships.
  • In conjunction with the Billing Department and billing attorneys, review and revise billing proformas for finalization of client bills.
  • Perform other tasks as needed.

Qualified candidates will possess, at minimum, a high school diploma and 3 years of legal secretarial or administrative experience. An additional two years in a primarily customer service-oriented role or experience as a transactional secretary is highly desired. Preference will be given to candidates with a working knowledge of court systems and procedures.

Ideal candidates will have excellent proofreading and editing skills, with a sharp eye for identifying and correcting grammar, punctuation, and spelling errors. Superb organizational skills, the ability to prioritize tasks, and work effectively under pressure are all essential to being successful in this role. Our position also requires excellent interpersonal skills and a customer service-focused mindset. Necessary software and computer skills include familiarity with Windows 365, Microsoft Suite, and a demonstrated ability to type at least 75 wpm. A basic understanding of law office policies and procedures is also helpful. Workflow will sometimes require adjustments of a standard work schedule and/or overtime.
 
This position will require the employee to work from the Chicago office. 

Senior Billing Specialist

Cleveland
We are currently seeking a full-time Senior Billing Specialist (40 hours/week) to join the Finance department in any of our following offices; Atlanta, Chicago, Cincinnati, Cleveland, Columbus, or Dayton.  This position will primarily be responsible for managing all aspects of the billing process, including preparing complex multi-payor, consolidated, and split billing, for an assigned group of attorneys. The Senior Billing Specialist will be expected to communicate directly with Partners, Associates, and Secretaries, as well as other members of the Finance department, in connection with various aspects of Thompson Hine’s large-volume client billing portfolio.

Position responsibilities include but are not limited to;
 
  • Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
  • Prepare and revise draft bills, processing attorneys’ comments and revisions.
  • Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
  • Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
  • Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
  • Analyze and address rejections and reductions as they arise.
  • Proactively communicate with attorneys regarding matter billing status and other ad-hoc inquiries.
  • Research and respond to inquiries regarding billing issues and problems.
  • Maintain a superior level of client service and strive to be a one-stop resource for external clients, Attorneys, Firm-wide staff, vendors, and other third parties.
  • Assist Billing Coordinators with training, workflow, and issue resolution when needed.
  • Prepare ad-hoc reports for internal and external clients as requested.
  • Perform other duties and responsibilities as directed.
Qualified candidates will possess at least a high school diploma or GED. A Bachelor’s degree, or equivalent experience in a Billing or financial capacity is preferred. Ideal candidates will have at least 5 years’ experience in a Billing Coordinator or Specialist role in a mid or large-size law firm, or a professional services firm. Prior experience utilizing Aderant or Elite financial systems, BillBlast, and/or eBilling Hub is highly desired. Applicants should also be familiar with eBilling functions across a wide variety of client billing platforms.

Applicants should possess strong organizational, analytical, critical thinking, and time management skills. To be successful in this role, candidates must maintain a high standard of customer service for both internal and external clients. This includes building effective and positive working relationships with teams throughout the Firm. Excellent communication skills (both verbal and written), a proactive approach to tasks, impeccable attention to detail, high accuracy in data entry, and the ability to work independently or collaboratively as needed are all core functions for a Senior Billing Specialist. This position will be expected to identify, follow up on, and ultimately resolve complex Billing issues with little supervision. At times, this individual will also act as a resource for other Billing Coordinators should they require assistance. Applicants should be comfortable working under pressure of tight and changing deadlines, as well as changing or conflicting priorities. Must have at least intermediate experience with Microsoft suite (Excel, Word, Outlook). Punctuality and regular attendance are critical to this role. Workflow will occasionally demand schedule alterations or overtime hours. 

Senior Billing Specialist

Atlanta
We are currently seeking a full-time Senior Billing Specialist (40 hours/week) to join the Finance department in any of our following offices; Atlanta, Chicago, Cincinnati, Cleveland, Columbus, or Dayton.  This position will primarily be responsible for managing all aspects of the billing process, including preparing complex multi-payor, consolidated, and split billing, for an assigned group of attorneys. The Senior Billing Specialist will be expected to communicate directly with Partners, Associates, and Secretaries, as well as other members of the Finance department, in connection with various aspects of Thompson Hine’s large-volume client billing portfolio.

Position responsibilities include but are not limited to;
  • Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
  • Prepare and revise draft bills, processing attorneys’ comments and revisions.
  • Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
  • Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
  • Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
  • Analyze and address rejections and reductions as they arise.
  • Proactively communicate with attorneys regarding matter billing status and other ad-hoc inquiries.
  • Research and respond to inquiries regarding billing issues and problems.
  • Maintain a superior level of client service and strive to be a one-stop resource for external clients, Attorneys, Firm-wide staff, vendors, and other third parties.
  • Assist Billing Coordinators with training, workflow, and issue resolution when needed.
  • Prepare ad-hoc reports for internal and external clients as requested.
  • Perform other duties and responsibilities as directed.
Qualified candidates will possess at least a high school diploma or GED. A Bachelor’s degree, or equivalent experience in a Billing or financial capacity is preferred. Ideal candidates will have at least 5 years’ experience in a Billing Coordinator or Specialist role in a mid or large-size law firm, or a professional services firm. Prior experience utilizing Aderant or Elite financial systems, BillBlast, and/or eBilling Hub is highly desired. Applicants should also be familiar with eBilling functions across a wide variety of client billing platforms.

Applicants should possess strong organizational, analytical, critical thinking, and time management skills. To be successful in this role, candidates must maintain a high standard of customer service for both internal and external clients. This includes building effective and positive working relationships with teams throughout the Firm. Excellent communication skills (both verbal and written), a proactive approach to tasks, impeccable attention to detail, high accuracy in data entry, and the ability to work independently or collaboratively as needed are all core functions for a Senior Billing Specialist. This position will be expected to identify, follow up on, and ultimately resolve complex Billing issues with little supervision. At times, this individual will also act as a resource for other Billing Coordinators should they require assistance. Applicants should be comfortable working under pressure of tight and changing deadlines, as well as changing or conflicting priorities. Must have at least intermediate experience with Microsoft suite (Excel, Word, Outlook). Punctuality and regular attendance are critical to this role. Workflow will occasionally demand schedule alterations or overtime hours. 

Senior Billing Specialist

Chicago
We are currently seeking a full-time Senior Billing Specialist (40 hours/week) to join the Finance department in any of our following offices; Atlanta, Chicago, Cincinnati, Cleveland, Columbus, or Dayton.  This position will primarily be responsible for managing all aspects of the billing process, including preparing complex multi-payor, consolidated, and split billing, for an assigned group of attorneys. The Senior Billing Specialist will be expected to communicate directly with Partners, Associates, and Secretaries, as well as other members of the Finance department, in connection with various aspects of Thompson Hine’s large-volume client billing portfolio.

Position responsibilities include but are not limited to;
  • Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
  • Prepare and revise draft bills, processing attorneys’ comments and revisions.
  • Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
  • Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
  • Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
  • Analyze and address rejections and reductions as they arise.
  • Proactively communicate with attorneys regarding matter billing status and other ad-hoc inquiries.
  • Research and respond to inquiries regarding billing issues and problems.
  • Maintain a superior level of client service and strive to be a one-stop resource for external clients, Attorneys, Firm-wide staff, vendors, and other third parties.
  • Assist Billing Coordinators with training, workflow, and issue resolution when needed.
  • Prepare ad-hoc reports for internal and external clients as requested.
  • Perform other duties and responsibilities as directed.
Qualified candidates will possess at least a high school diploma or GED. A Bachelor’s degree, or equivalent experience in a Billing or financial capacity is preferred. Ideal candidates will have at least 5 years’ experience in a Billing Coordinator or Specialist role in a mid or large-size law firm, or a professional services firm. Prior experience utilizing Aderant or Elite financial systems, BillBlast, and/or eBilling Hub is highly desired. Applicants should also be familiar with eBilling functions across a wide variety of client billing platforms.

Applicants should possess strong organizational, analytical, critical thinking, and time management skills. To be successful in this role, candidates must maintain a high standard of customer service for both internal and external clients. This includes building effective and positive working relationships with teams throughout the Firm. Excellent communication skills (both verbal and written), a proactive approach to tasks, impeccable attention to detail, high accuracy in data entry, and the ability to work independently or collaboratively as needed are all core functions for a Senior Billing Specialist. This position will be expected to identify, follow up on, and ultimately resolve complex Billing issues with little supervision. At times, this individual will also act as a resource for other Billing Coordinators should they require assistance. Applicants should be comfortable working under pressure of tight and changing deadlines, as well as changing or conflicting priorities. Must have at least intermediate experience with Microsoft suite (Excel, Word, Outlook). Punctuality and regular attendance are critical to this role. Workflow will occasionally demand schedule alterations or overtime hours. 

Senior Billing Specialist

Cincinnati
We are currently seeking a full-time Senior Billing Specialist (40 hours/week) to join the Finance department in any of our following offices; Atlanta, Chicago, Cincinnati, Cleveland, Columbus, or Dayton.  This position will primarily be responsible for managing all aspects of the billing process, including preparing complex multi-payor, consolidated, and split billing, for an assigned group of attorneys. The Senior Billing Specialist will be expected to communicate directly with Partners, Associates, and Secretaries, as well as other members of the Finance department, in connection with various aspects of Thompson Hine’s large-volume client billing portfolio.

Position responsibilities include but are not limited to;
  • Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
  • Prepare and revise draft bills, processing attorneys’ comments and revisions.
  • Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
  • Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
  • Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
  • Analyze and address rejections and reductions as they arise.
  • Proactively communicate with attorneys regarding matter billing status and other ad-hoc inquiries.
  • Research and respond to inquiries regarding billing issues and problems.
  • Maintain a superior level of client service and strive to be a one-stop resource for external clients, Attorneys, Firm-wide staff, vendors, and other third parties.
  • Assist Billing Coordinators with training, workflow, and issue resolution when needed.
  • Prepare ad-hoc reports for internal and external clients as requested.
  • Perform other duties and responsibilities as directed.
Qualified candidates will possess at least a high school diploma or GED. A Bachelor’s degree, or equivalent experience in a Billing or financial capacity is preferred. Ideal candidates will have at least 5 years’ experience in a Billing Coordinator or Specialist role in a mid or large-size law firm, or a professional services firm. Prior experience utilizing Aderant or Elite financial systems, BillBlast, and/or eBilling Hub is highly desired. Applicants should also be familiar with eBilling functions across a wide variety of client billing platforms.

Applicants should possess strong organizational, analytical, critical thinking, and time management skills. To be successful in this role, candidates must maintain a high standard of customer service for both internal and external clients. This includes building effective and positive working relationships with teams throughout the Firm. Excellent communication skills (both verbal and written), a proactive approach to tasks, impeccable attention to detail, high accuracy in data entry, and the ability to work independently or collaboratively as needed are all core functions for a Senior Billing Specialist. This position will be expected to identify, follow up on, and ultimately resolve complex Billing issues with little supervision. At times, this individual will also act as a resource for other Billing Coordinators should they require assistance. Applicants should be comfortable working under pressure of tight and changing deadlines, as well as changing or conflicting priorities. Must have at least intermediate experience with Microsoft suite (Excel, Word, Outlook). Punctuality and regular attendance are critical to this role. Workflow will occasionally demand schedule alterations or overtime hours. 

Senior Billing Specialist

Columbus
We are currently seeking a full-time Senior Billing Specialist (40 hours/week) to join the Finance department in any of our following offices; Atlanta, Chicago, Cincinnati, Cleveland, Columbus, or Dayton.  This position will primarily be responsible for managing all aspects of the billing process, including preparing complex multi-payor, consolidated, and split billing, for an assigned group of attorneys. The Senior Billing Specialist will be expected to communicate directly with Partners, Associates, and Secretaries, as well as other members of the Finance department, in connection with various aspects of Thompson Hine’s large-volume client billing portfolio.

Position responsibilities include but are not limited to;
  • Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
  • Prepare and revise draft bills, processing attorneys’ comments and revisions.
  • Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
  • Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
  • Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
  • Analyze and address rejections and reductions as they arise.
  • Proactively communicate with attorneys regarding matter billing status and other ad-hoc inquiries.
  • Research and respond to inquiries regarding billing issues and problems.
  • Maintain a superior level of client service and strive to be a one-stop resource for external clients, Attorneys, Firm-wide staff, vendors, and other third parties.
  • Assist Billing Coordinators with training, workflow, and issue resolution when needed.
  • Prepare ad-hoc reports for internal and external clients as requested.
  • Perform other duties and responsibilities as directed.
Qualified candidates will possess at least a high school diploma or GED. A Bachelor’s degree, or equivalent experience in a Billing or financial capacity is preferred. Ideal candidates will have at least 5 years’ experience in a Billing Coordinator or Specialist role in a mid or large-size law firm, or a professional services firm. Prior experience utilizing Aderant or Elite financial systems, BillBlast, and/or eBilling Hub is highly desired. Applicants should also be familiar with eBilling functions across a wide variety of client billing platforms.

Applicants should possess strong organizational, analytical, critical thinking, and time management skills. To be successful in this role, candidates must maintain a high standard of customer service for both internal and external clients. This includes building effective and positive working relationships with teams throughout the Firm. Excellent communication skills (both verbal and written), a proactive approach to tasks, impeccable attention to detail, high accuracy in data entry, and the ability to work independently or collaboratively as needed are all core functions for a Senior Billing Specialist. This position will be expected to identify, follow up on, and ultimately resolve complex Billing issues with little supervision. At times, this individual will also act as a resource for other Billing Coordinators should they require assistance. Applicants should be comfortable working under pressure of tight and changing deadlines, as well as changing or conflicting priorities. Must have at least intermediate experience with Microsoft suite (Excel, Word, Outlook). Punctuality and regular attendance are critical to this role. Workflow will occasionally demand schedule alterations or overtime hours. 

Senior Billing Specialist

Dayton
We are currently seeking a full-time Senior Billing Specialist (40 hours/week) to join the Finance department in any of our following offices; Atlanta, Chicago, Cincinnati, Cleveland, Columbus, or Dayton.  This position will primarily be responsible for managing all aspects of the billing process, including preparing complex multi-payor, consolidated, and split billing, for an assigned group of attorneys. The Senior Billing Specialist will be expected to communicate directly with Partners, Associates, and Secretaries, as well as other members of the Finance department, in connection with various aspects of Thompson Hine’s large-volume client billing portfolio.

Position responsibilities include but are not limited to;
  • Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
  • Prepare and revise draft bills, processing attorneys’ comments and revisions.
  • Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
  • Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
  • Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
  • Analyze and address rejections and reductions as they arise.
  • Proactively communicate with attorneys regarding matter billing status and other ad-hoc inquiries.
  • Research and respond to inquiries regarding billing issues and problems.
  • Maintain a superior level of client service and strive to be a one-stop resource for external clients, Attorneys, Firm-wide staff, vendors, and other third parties.
  • Assist Billing Coordinators with training, workflow, and issue resolution when needed.
  • Prepare ad-hoc reports for internal and external clients as requested.
  • Perform other duties and responsibilities as directed.
Qualified candidates will possess at least a high school diploma or GED. A Bachelor’s degree, or equivalent experience in a Billing or financial capacity is preferred. Ideal candidates will have at least 5 years’ experience in a Billing Coordinator or Specialist role in a mid or large-size law firm, or a professional services firm. Prior experience utilizing Aderant or Elite financial systems, BillBlast, and/or eBilling Hub is highly desired. Applicants should also be familiar with eBilling functions across a wide variety of client billing platforms.

Applicants should possess strong organizational, analytical, critical thinking, and time management skills. To be successful in this role, candidates must maintain a high standard of customer service for both internal and external clients. This includes building effective and positive working relationships with teams throughout the Firm. Excellent communication skills (both verbal and written), a proactive approach to tasks, impeccable attention to detail, high accuracy in data entry, and the ability to work independently or collaboratively as needed are all core functions for a Senior Billing Specialist. This position will be expected to identify, follow up on, and ultimately resolve complex Billing issues with little supervision. At times, this individual will also act as a resource for other Billing Coordinators should they require assistance. Applicants should be comfortable working under pressure of tight and changing deadlines, as well as changing or conflicting priorities. Must have at least intermediate experience with Microsoft suite (Excel, Word, Outlook). Punctuality and regular attendance are critical to this role. Workflow will occasionally demand schedule alterations or overtime hours. 

Senior Collections Specialist

Cleveland
We are currently seeking a full-time Senior Collections Specialist (40 hours/week) to join the Finance department in our Downtown Cleveland office.  This position will primarily be responsible for assisting the Collections Supervisor in the oversight of collections firm wide, including the development of on-going collection processes and procedure improvement initiatives. The Senior Collections Specialist will be expected to work with firm attorneys and clients directly to facilitate payment of billings.

Position responsibilities include but are not limited to;
  • Maintain a thorough and complete understanding of the billing process in order to research unpaid invoices that have been questioned internally or by client.
  • Inquire with billing timekeepers and reach out to clients on delinquent invoices.
  • Soft calls to client payables departments to inquire as to status of unpaid invoice(s).
  • Work with Billing and Collections department personnel to facilitate attorney portfolio A/R “Surveys” using firm survey tool.
  • Work with Billing department personnel to configure client-provided “Counsel Guidelines” in Aderant Financial System.
  • Coordinate with the Collections Supervisor, Manager of Client Accounting, and Chief Financial Officer to establish payment plans within guidelines when needed.
  • Assist the Collections Supervisor identifying accounts for collection or managing accounts with external collections agencies.
  • Work closely with Billing personnel to ensure proper follow-up occurs on all aged e-billing accounts receivable, including generating reports and escalating issues when appropriate.
  • Assist the Collections Supervisor with collection and cash receipt issues firm wide, including the development of improved follow-up procedures, and communication of policies and procedures firm-wide. 
  • Ensure the client accounts requiring special handling ( contingent cases, bankruptcies, real estate closings, fee petitions, alternate fee arrangements, credit review, etc…) are properly monitored, and appropriate collection efforts are completed.
  • Properly document all collections activities in Firm notes system.
  • Other duties as assigned.
Qualified candidates will possess at least a high school diploma or GED. A Bachelor’s degree, or equivalent experience in a Billing or Collections role is preferred. Ideal candidates will have 2- 5 years’ experience in a Billing or Collections position in a mid or large-size law firm. Experience with a professional services firm is also sufficient. Prior experience utilizing Aderant financial system, BillBlast, and/or eBilling Hub is highly desired. Applicants should also be familiar with eBilling functions across a wide variety of client billing platforms.

Applicants should possess strong organizational, analytical, critical thinking, and time management skills. To be successful in this role, candidates must maintain a high standard of customer service for both internal and external clients. This includes building effective and positive working relationships with teams throughout the Firm. Excellent communication skills (both verbal and written), a proactive approach to tasks, impeccable attention to detail, high accuracy in data entry, and the ability to work independently or collaboratively as needed are all core functions for a Senior Collections Specialist. This position will be expected to identify, follow up on, and ultimately resolve Collections issues with little supervision. Applicants should be comfortable working under pressure of tight and changing deadlines, as well as changing or conflicting priorities. Must have at least intermediate experience with Microsoft suite (Excel, Word, Outlook). Punctuality and regular attendance are critical to this role. Workflow will occasionally demand schedule alterations or overtime hours. 


Transactional and Litigation Secretary

Cleveland

We are seeking candidates for a full-time (37.5 hours per week) Secretary for our litigation and transactional practice areas in our downtown Cleveland office.  Scheduled hours will be 9:00 a.m. to 5:30 p.m., Monday through Friday.  This position will provide secretarial support/administrative assistance to both litigation and transactional attorneys, and manage their workflow. This includes supporting a Senior Partner of the Firm with a highly service-oriented practice and managing their large client portfolio.

 

The job duties include but are not limited to:

  • Type correspondence, memoranda, and other legal documents to be reviewed by attorneys/paralegals.
  • Establish and maintain attorney calendars, contact lists, and deadline reminder systems.
  • Maintain attorneys’ and general office files.
  • Review and prepare files to be closed when matters are complete.
  • Observe best practices to maintain confidentiality of attorney-client relationship.
  • Consistently build and maintain positive relationships with clients.
  • Schedule attorneys’ travel.
  • Enter attorney time into Aderant.
  • Work with Billing department and billing attorney to review and revise billing Proformas.
  • Additional duties as assigned.

 

Qualified candidates will have at least a high school diploma or GED, and a minimum of 5 years of legal secretarial/administrative experience.  Familiarity in both litigation and transactional practice areas is preferred.

 

Applicants should possess excellent customer service and organizational skills, be team-oriented, able to multi-task under pressure, remain flexible, and a demonstrate a problem-solver attitude.  Strong computer skills, significant experience in Windows 365, advanced knowledge in Word, Excel, PowerPoint, and Outlook, and a working knowledge of Nuance are necessary to be successful in this role.  Ideal candidates will be self-motivated, detail-oriented, dependable, adaptable to change, and display good judgment. This position also demands exceptional proofreading skills and the ability to properly edit documents to ensure correct grammar, spelling, and punctuation.