Conflicts and Risk Analyst - Buffalo

Rupp Pfalzgraf LLC is a full-service law firm headquartered in downtown Buffalo, with offices across New York State. We are a team of problem solvers who take a practical, solutions-focused approach to our work and value the contributions of every team member. Our firm offers opportunities to develop, take on new challenges, and grow within a collaborative environment.

Rupp Pfalzgraf LLC is seeking a Conflicts and Risk Analyst for a newly created position to be the firm's central point for conflict checks, new-matter intake, and file opening. This role protects the firm and its clients by making sure conflicts are caught early and every file is opened correctly and completely, from the moment a new matter comes in until intake is complete.

Beyond day-to-day conflicts and intake work, the Analyst will help the firm manage risk and rethink, redesign, and streamline how it operates, working with firm leadership and our AI team to identify processes that can be automated. We are looking for a candidate with legal and process efficiency experience. The ideal candidate is an outside-the-box thinker who is analytical, detail-oriented, forward-thinking, agile, and proactive, with the discretion to handle sensitive information. The position offers a real path for advancement, and responsibilities may evolve over time as the role develops and the firm’s needs change.

• Manage each new matter through intake and file opening, ensuring accurate and consistent information and coordinating with accounting and other departments so matter data supports billing and financial reporting.
• Run conflict searches across all firm systems (case management, document management, board and vendor data, and public people-search tools), resolve false positives, and document the results
• Communicate with attorneys to ensure all required intake and conflicts information is collected
• Clear routine matters using written protocols developed with each practice group, and escalate unresolved conflicts and matters requiring sign-off to the responsible attorney
• Develop expertise in the ethical rules governing conflicts of interest through training from the firm’s conflicts team, and work with each practice group to learn the types of matters the firm takes in and where conflicts tend to arise in them
• Maintain the conflicts database, including related individuals and entities, and a complete audit trail for every matter, including a dedicated conflicts folder
• Track conflict waivers, ethical screens, and related approvals through completion
• Coordinate with accounting or billing teams to ensure matters are set up correctly for time entry and invoicing
• Verify that intake information and signed engagement or retainer agreements are complete and saved in a known location before a matter is released from intake
• Build and maintain a tracking system for engagement agreements, and follow up on any that are missing or unsigned
• Audit file and data quality, scrub data and closed matters, support the file-closing process, and maintain consistent file structures and naming conventions so documents can be found easily
• Support firm leadership with professional liability, cyber, and crime/theft insurance renewals and coverage tracking, including working directly with the firm’s insurance broker and participating in renewal meetings, and issue certificates of insurance on request
• Proactively research and recommend more cost-effective coverage options for malpractice, cybercrime, theft, and related risks
• Develop metrics and reports on conflicts, turnaround times, engagement agreement compliance, and audit results, and use them to identify process improvements and recommend technology or workflow changes
• Review every system and workflow the role touches, recommend ways to redesign and streamline them, and partner with the firm’s AI team to propose automation of intake, conflicts, and file-opening tasks and to identify new tools and systems
• Work with staff to shorten turnaround times, and give attorneys and staff feedback and guidance on intake and conflicts best practices
• Maintain confidentiality and adhere to ethical standards
• Perform additional duties as assigned

• Associate’s degree required, with a bachelor's degree preferred; coursework or experience in law, business, risk management, or data analysis is a plus
• 2+ years of relevant professional experience, ideally in a legal setting, such as following written procedures and project protocols, or identifying workflow issues, risks, and process-improvement opportunities for follow-up
• Strong analytical and detail-oriented skills, with the ability to follow written protocols, reconcile conflicting information, and make well-reasoned judgments on ambiguous matches
• Experience in metrics, tracking systems, and process improvements, and recommending changes based on what the data shows
• Comfort with technology and an interest in automation and AI tools; experience mapping workflows or implementing new systems is a plus
• Excellent organizational, written, and verbal communication skills, with the confidence to follow up with attorneys and raise concerns when necessary
• Ability to work under pressure and with different communication styles when handling conflicts-of-interest matters that are stressful or sensitive
• Sound judgment and the ability to exercise discretion and maintain confidentiality when handling sensitive client and firm information
• Proficiency with Microsoft Office Suite, particularly Excel or similar tools for tracking and reporting
• Familiarity with case management, document management, and conflicts-checking software (e.g., Aderant, NetDocuments) preferred; training will be provided

• This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email, with or without reasonable accommodation
• The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10–20 pounds), with or without reasonable accommodation
• Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation

$32.05 to $37.18 hourly, depending on experience and skillset

Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401(k) with Firm contribution, potential for 401(k) profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, group term life insurance, and an opportunity for a year-end bonus based on performance.