Contact

Barbara Horowitz
Human Resources Manager
bhorowitz@daypitney.com

Staff Positions



Day Pitney relies on a strong professional and support staff to provide the foundation that enables our attorneys to succeed. We employ professionals in the following areas:

  • Marketing
  • Operations
  • Technology/Information Services
  • Human Resources & Recruiting
  • Finance/Accounting
We also employ legal professionals in the following areas and positions:

  • Litigation Technology
  • Paralegal
  • Legal Administrative Assistant

In the spirit of the firm's Client Service Initiative, we strive to attract individuals with a high customer aptitude, strong desire to succeed, and the ability to be proactive and add value to their day to day work relationships.

Open Position(s)

Trusts and Estates Legal Secretary (New Haven, CT)


Position Summary:

Supports attorneys and paralegals through the performance of complex secretarial and administrative duties requiring knowledge of legal terminology and the legal process including the knowledge of State, Probate Court and tax filings requirements. This position requires exceptional secretarial and administrative skills, excellent organizational, client service and communication skills (both written and oral), and the ability to multi-task while also adapting to changes in deadlines and changes in the nature of the assignment. Proficient in Microsoft Office XP Suite (Word XP, Excel XP and Outlook XP), Access, InterAction, MacPac, DTE, iManage, DeltaView, CMS (Quicklook), PDF scanning, HotDocs, Internet research; and ability to learn and use advanced software applications.

Responsibilities:

The following are duties and responsibilities representative of this position and are not intended to be inclusive:

  • Type, format, retrieve, revise, combine, edit, spell-check, proofread, print and save a variety of moderate to complex documents and/or correspondence from handwritten copy, hard (typewritten) copy or transcription machine (dictation) while consistently producing an exceptional work product with a high degree of accuracy
  • Prepare, compose and assemble documentation into proper legal format from established departmental procedures and/or general instruction ensuring the proper inclusion of correct attachments, exhibits and enclosures;
  • Assist with special projects and other duties as required
  • Daily entry and/or release of timekeeper’s time entries
  • Edit billing narratives and review final billing statements
  • Manage administrative aspects of client/matter intake including conflicts check, prepare new client/matter memo(s), engagement letters and communicate client billing standards and requirements to appropriate individuals
  • Establish/organize/maintain client, departmental and administrative files; properly and regularly file documents and/or correspondence, including the accessing of the Firm’s file management database to retrieve and obtain file location and the retrieval of archived files
  • Answer, screen and forward telephone calls, while assist and provide information, as appropriate
  • Schedule and coordinate conference calls, meetings, travel and appointments
  • Receive, sort and distribute incoming mail and faxes
  • Anticipate the needs of the timekeepers to enable them to focus on client/firm related matters
  • Administratively support and re-direct client/firm needs during timekeepers absence
  • Delegate work to firm resources to effectively complete work assignments
  • Proactively manage administrative information required of timekeepers, including recording and maintaining timekeepers’ calendar and contacts and entering activities and other relevant information in the Firm’s contact management database system (Interaction)
  • Conduct internet research
  • Understands Firm structure and resources and familiarize new attorneys and staff with same
  • Support other timekeepers and legal administrative assistants when required to accomplish Firm priorities
  • Adheres and fully understands the Firm’s policies and procedures
  • Review Firm’s portal notices and new matters daily
Other Job Responsibilities:

  • Serves as a witness and/or Notary Public for the signing of original documents by clients and arranges for additional witnesses to be available when necessary
  • Assists with probate accountings, typing and filing tax returns, filing of estate administrative documents with probate courts
Qualifications/Requirements:

  • Minimum three years of legal secretarial experience
  • Strong typing skills with accuracy (minimum 55 wpm)
  • Thorough knowledge of legal terminology, documents and procedures
  • Advanced word processing abilities (use of styles, scanning, sophisticated mail merges, compare documents, pagination, inserts of headers and footers and create tables)
  • Ability to produce accurate draft documents from a variety of rough sources that are handwritten or ‘pieced’ together or from oral instructions
  • Ability to support multiple timekeepers in a face paced changing environment
  • Ability to work independently, with minimum supervision while also contributing to a team
  • Flexibility to work overtime/weekends, as deadlines require
  • Ability to maintain concentration in a shared working environment
  • Excellent verbal, written, organization, analytical and interpersonal skills
  • Strong customer service and decision-making skills
  • Good understanding of basic business relationships and client confidentiality principles
  • Demonstrates a high degree of professionalism, discretion and decorum
  • Seeks training and advanced education to improve skills
  • Punctual and reliable
  • Notary Public (may be required)


Trust Compliance Administrator (Boston, MA or West Hartford, CT)


Specific Functions:

The Trust Compliance Administrator is responsible for ensuring adherence to the fiduciary trust compliance protocols established by the Trust Oversight Committee for all trusts for which a Day Pitney lawyer serves as trustee. Specific duties and job responsibilities of this position include but are not limited to the following:

  1. Periodic Account Reviews (“PAR”)


    1. Develop weekly lists of trust accounts to be reviewed, taking into account workloads and schedules of trustees, assisting attorneys, and paralegals
    2. Track trust PAR meetings and maintain master account scheduling spreadsheet
    3. Oversee circulation of initial e-mail notices and reminder notices to ICD personnel with respect to upcoming PAR preparation assignments
    4. Thoroughly prepare for each trust PAR meeting, including performing compliance monitoring function, which involves reviewing the full Trust Account Profile (“TAP”) report, becoming familiar with the trust instrument, and reviewing and analyzing trustee delegation of investment management, performance measurement, account holdings, trust loans, real estate, beneficiary distributions, UPIA, fee arrangement, and other pertinent documents associated with administration of a particular trust account.
    5. Prepare Trust Oversight Committee (“TOC”) PAR checklist, and distribute to co-reviewer and moderator (P. Chadwick) prior to PAR, reflecting miscellaneous comments and recommended key action points to be raised at PAR meeting with trustee
    6. Attend each PAR meeting and act as co-reviewer with moderator for each trust account scheduled for review
    7. Finalize PAR checklist and comments documenting PAR meeting discussion, and summarize any action steps required for trustee and others following review meeting
    8. Act as resource and respond to questions that arise from ICD personnel regarding PAR and TAP matters and trust administration matters generally
    9. Perform (on demand) due diligence with outside trust investment manager staff regarding performance measurement reporting and other account issues

  2. Trust Oversight Committee (“TOC”)


    1. Provide administrative support to the TOC
    2. Prepare TOC meeting agendas and track pending items for upcoming meetings
    3. Prepare TOC meeting notes and other supporting documents to be circulated to members prior to meetings
    4. Attend TOC meetings and take notes at same
    5. Maintain virtual and (formerly) hard copy files containing historical agendas, notes and other supporting documents for each TOC meeting
    6. Communicate any Periodic Account Review issues, where appropriate, to TOC
    7. Coordinate with Paul Comstock Partners quarterly “Fiduciary Performance Review” for ICD attorneys presentation
    8. Prepare analyses for TOC as required from time-to-time, including quarterly report reflecting fee receipts received in connection with administration of non-SEI trust accounts
    9. Oversee due diligence assessment process with Paul Comstock Partners when TOC considering adding new investment manager/advisor to TOC-approved listing
    10. Coordinate semi-annual Periodic Account Review and Trust Account Profile training sessions for new ICD personnel, presented by Tiana Gianopulos

  3. Trust Manuals


    1. Maintain and update ICD Trust Policy and Procedure Manual
    2. Maintain and update ICD Periodic Account Review and Trust Account Profile Database Training Manual

  4. TAP Database


    1. Serve as the “liaison” between ICD and IS regarding the TAP database (the technological resource that drives fiduciary trust compliance)
    2. Identify and recommend modifications to ensure that the TAP database best supports compliance and reporting objectives

  5. ICD Meetings Regularly Attended:


    1. Trust Oversight Committee meetings
    2. Monthly ICD Boston Trust/Tax operations meeting
    3. Monthly Wilkins Investment Counsel economic presentation meeting
    4. Weekly ICD attorney luncheon meetings (as warranted by interest and availability)
Job Qualifications:
  1. Ability to assist the department to meet client needs, and achieve overall ICD strategic goals
  2. Willingness to participate as a “team player” at all levels, or work independently as required
  3. Ability to communicate effectively, both orally and in writing with lawyers and support staff
  4. Ability to oversee certain projects and other tasks
  5. Skilled in planning, prioritizing, multi-tasking and orgaization
  6. Ability to work constructively and collegially with partners and other attorneys, and with other staff members
  7. Ability to adhere to deadlines on a routine basis, and accomplish tasks under pressure in a positive manner
  8. Demonstrates spirit of cooperativeness, thoughtfulness, and willing to lend assistance and support to others
  9. Willingness to accept suggested recommendations and guidance from ICD partners and other appropriate personnel
  10. Exercises sound judgment
  11. Available and responsive
  12. Stable temperament
  13. Flexible
  14. Financial management and analysis experience (a plus)
  15. Proficient in making use of Firm applications and technology, including Outlook, Excel, CMS, EIS and TAP, and comfortable using Word, DTE and SEI Trust 3000 and CSS Workstation products


Marketing and Business Development Coordinator (Boston)


Position Summary:

AmLaw 200 law firm is seeking a full-time Marketing and Business Development Coordinator to provide broad support for all the firm’s marketing and business development activities, including pitches and proposals, collateral development, marketing technology and event planning. This position will report directly to and support the Director of Marketing and Business Development for the corporate department.

The position requires exceptionally strong communication, writing and editing skills and attention to detail. The ability to coordinate multiple projects, with varying and changing priorities, and to meet tight deadlines is imperative. Must be able to work both independently and collaboratively and possess a strong service orientation.

Responsibilities:
  • Works with attorneys to develop materials for client presentations and pitches; support as necessary, including creating PowerPoint presentations and Excel-driven charts/graphs
  • Works with practice group leaders to support the individual practice group plans, tracking of leads and supporting other initiatives and events
  • Assisting with the collection and maintenance of information for client team action plans and other deliverables
  • Assembling and assisting in the development, drafting and tracking of RFPs/proposals
  • Maintaining the proposal language and matter library
  • Taking the lead on market research projects
  • Contributing and assisting in the development of firm wide marketing database for transactions and matters databases and electronic library of pitch components
  • Assisting with event planning activities
  • Coordinating special projects as assigned and providing basic research and data collection for those projects
  • Helping to coordinate internal attorney training programs, including assisting with the creation and tracking of training files and related matters
  • Drafting, proofreading and editing marketing and business development copy, including practice area descriptions, matters lists, invitations and attorney biographies
  • Providing administrative support to other marketing managers
Qualifications:
  • B.A./B.S. required. Major in journalism, English, public relations or similar preferred
  • Professional work experience
  • Professional services/law firm experience strongly preferred
  • Ability to work effectively in a fast-paced, deadline-driven environment
  • Outstanding oral and written communication skills
  • Detail-oriented; productive without compromising quality
  • Organizational skills; ability to prioritize tasks and manage multi-stage projects
  • Strong computer skills and proficiency in Excel; knowledge of databases, CRM systems and e-mail marketing software a plus


Trusts and Estates Administration Paralegal (Boston, MA)


Position Summary

A trusts and estates administration paralegal must be a self-starter and detail oriented, able to work independently and be responsible for and meet all deadlines, and be willing to work in a team environment. Because much of the work is in the areas of accounting and taxes, this individual must have good mathematical skills, possess good computer skills, and be conscientious and careful. Generally, the position covers all areas of trust and estate administration as well as fiduciary accounting.

Job Responsibilities

  • Gathering, identifying and valuation of assets;
  • Drafting correspondence, bills and various probate documents;
  • Preparation of death tax returns, including the federal estate tax return and the Massachusetts succession and estate tax returns, as well as returns for other states;
  • Preparation of probate accountings for both the estate and trusts;
  • Preparation of federal and state individual and fiduciary income tax returns;
  • Preparation of federal and state gift tax returns, and possibly returns of private foundations, partnerships and miscellaneous other returns;
  • Ability to review and interpret wills and trust agreements and implement the plan during the estate and trust administration process;
  • Prepare and implement an income tax plan for the estate during administration;
  • Although attorneys generally research issues of law, the paralegal must be able to use reference materials such as the Internal Revenue Code and Regulations, CCH Capital Changes Reporter, Moody’s Dividend Record, etc.;
  • Interact with, and show compassion to, clients who may have suffered the loss of a loved one or are under a great deal of stress, bank and brokerage house representatives, and individuals in the office.
Required Qualifications

  • Bachelor's degree
  • 5 or more years of experience
  • Law firm experience
Preferred Qualifications

  • Paralegal Certificate


Intellectual Property ("IP") Docket Specialist (Stamford, CT)


Position Summary

The Docket is a critical tool for the management of an intellectual property practice. In addition to qualified docketing personnel, the full cooperation of the lawyers, paralegals, legal administrative assistants, and other staff is required to ensure that clients’ rights are carefully preserved, according to their instructions.

Day Pitney uses a web-based computerized patent docket system from CPI and a web-based computerized trademark docket system from IPPO, called WebTMs (the “IP Docket”). The IP Docket Specialist will work under general supervision of the Firm’s IP Practice Group and Coordinator will be committed to and accountable for the timely, accurate and complete entry and removal of all information relating to matters being maintained on the Firm IP Docket.

Job Responsibilities

The IP Docket Specialist plays a vital role in the success of the IP Practice Group. The IP Docket Specialist is a critical and visible team member, with the utmost attention to detail and the strictest standards for accurate record keeping. The responsibilities for the IP Docket Specialist include:
  • Accurately track and enter all incoming international and domestic IP-related mail into the Firm IP Docket, namely, the timely and accurate entering and updating of information as it is received, including removing items from the docket upon completion of the task and managing any necessary follow up.
  • Track statutory actions and associated reminders/deadlines.
  • Obtain patent documents from PAIR at US PTO.
  • Maintain up-to-date and current IP Docket Records by reviewing incoming and outgoing correspondence and filings and providing detailed accounts in the IP Docket.
  • Communicate with all time-keepers, including supervising attorneys and paralegals, responsible for IP matters maintained in the Firm IP Docket regarding impending deadlines and required actions for proper maintenance.
  • Adhere to established protocols for maintaining the integrity of the data in the Firm IP Docket.
  • Work with the IP Coordinator and Best Practice Group to implement and maintain standard docketing procedures.
  • Alert practitioners and staff in the IP Group of upcoming deadlines and ensure timely action.
  • Keep abreast of changes in laws impacting IP domestically and internationally.
  • Assist with Special Projects including: New Portfolio Intake; Auditing existing Records; File transfer requests (in and out); General Docket clean-up/conversation and maintenance projects, as needed.
  • Organize and update IP records converted from prior docketing systems.
  • Prepare, generate and distribute weekly and monthly reports, and on an as requested basis.
  • Clear the IP Docket on a daily basis by following-up with practitioners regarding deadlines.

Job Requirements
  • Must have five years prior patent docketing experience.
  • Must have current patent and trademark prosecution docketing experience.
  • Experience with patent/trademark docketing systems (CPI strongly preferred), and domestic and international trademark prosecution procedures.
  • Expertise in searching online databases regarding U.S. and foreign trademark record.
  • Must have a sense of commitment to growth and success of the IP Practice Group by maintaining the integrity of the Firm IP Docket.
  • Qualified candidates must possess a strong sense of urgency and accountability regarding information on and relating to the IP Docket, including due dates, organization of files and documents. Candidates should have a strong commitment to customer service and display a pleasant demeanor.
  • The successful candidate must be detailed-oriented and work well in a fast-paced setting. Excellent verbal and written communication skills are a must. Candidate must be able to work overtime on occasion.


IT Financial Accounting Analyst (Hartford, CT)


Position Summary: Law firm Finance department requires proactive, technology savvy, energetic team member for fast paced environment with financial systems experience. Will assist with financial analysis and reporting, accounting protocols, financial statement writing, monthly management reporting, system research, workflows and procedures. Work with CFO/COO and firm management team.

Responsibilities: The following are responsibilities of this position and are not intended to be inclusive:
  • Hands on experience with Finance Department processes and applications needed to address attorney questions, finance projects and research;
  • Solid understanding of Chart of Accounts and G/L structure;
  • Maintain Chart of Accounts in Financial System and related systems, e.g., budgeting, Peer Monitor, etc.;
  • Ability to query financial databases via T-SQL to assist with research and reporting;
  • Prepare financial analyses for management, departments and business units;
  • Experience with or aptitude for technology, BI cubes and SSRS report development;
  • Collaborate with other members of team on various initiatives;
  • Reconcile month-end balances and perform monthly time/billing and G/L close on financial system.
Requirements:
  • Accounting degree or 2+ years experience in legal or service industry;
  • Solid working knowledge of Accounting procedures and policies, including A/R, A/P, Trust, G/L, Fixed Assets, etc.;
  • Advanced working knowledge of Windows, Microsoft Office, Outlook, Excel and Power Point;
  • Experience with financial software, e.g., Aderant, budgeting software, Sage, Expert Image, 3rd party vendors, banking software, etc.;
  • Experience writing SQL scripts, manipulating output via Excel or SSRS and working with BI cubes via Excel;
  • Meticulous attention to details and deadlines;
  • Strong verbal and communication skills, well organized;
  • Independent with strong project management, leadership and decision-making skills;
  • Ability to work and collaborate in team environment;
  • Ability to work effectively and meet deadlines;
  • Results oriented.


IT Financial Reporting Analyst (Hartford, CT)


Position Summary: Law firm Finance Department requires proactive, innovative, technology savvy, team member for fast paced environment with financial systems experience. Will assist with financial analysis and reporting, legal industry trends, monthly management reporting, client pricing and Alternative Fee arrangement (AFA) analyses, system research and business development projects. Work with CFO/COO and firm management team.

Responsibilities: The following are responsibilities of this position and are not intended to be inclusive:
  • Understand various aspects of Finance Department processes and applications needed to address attorney questions, finance projects and research;
  • Prepare comparative analyses of key industry metrics;
  • Ability to query financial databases via T-SQL to analyze and compile data for business development, attorney and/or client analyses;
  • Experience with developing client pricing/budgets, alternative fee arrangement (AFA) proposals and follow-up analysis;
  • Prepare monthly report packages as well as financial and statistical analysis for management, related to attorney and client profitability;
  • Prepare peer group analyses and trends via business intelligence software;
  • Experience with or aptitude for technology, BI cubes and SSRS report development;
  • Collaborate with other members of team on various initiatives.
Requirements:
  • Bachelor’s degree or 2+ years experience in legal or service industry;
  • Advanced working skills of Windows, Microsoft Office, Outlook, Excel and Power Point;
  • Experience with financial software packages, e.g., Aderant, budgeting software, Thomson Reuters/Peer Monitor, Intelliteach, etc.;
  • Experience writing SQL scripts and manipulating output via Excel or writing SSRS reports;
  • Meticulous attention to detail;
  • Strong verbal and communication skills, well organized;
  • Independent with strong project management, leadership and decision-making skills;
  • Ability to work and collaborate in team environment;
  • Ability to work effectively and meet deadlines;
  • Results oriented.