Process Optimization Specialist

At Jimerson Birr, our team has accepted the lasting responsibility of protecting our clients’ rights, businesses, properties, investments and finances. In both established and emerging businesses, our professionals are integral, trusted advisers and advocates, giving our clients insights into legal and business considerations that guide prudent decision making. We work with some of the world’s most respected and well-established businesses, as well as start-up visionaries, and individuals looking to overcome challenges.

Our award-winning law firm is at its best when it helps clients set measurable goals and develops multi-level strategies to achieve them. Our lawyers are trained to take ownership of our clients’ challenges by getting close to the problem and close to the people who can benefit from the solutions we provide. We’re business-oriented lawyers equally comfortable as community leaders, private transaction counselors or courtroom advocates. We pride ourselves on our people and their collective achievements. Besides our long list of legal industry honors, the firm has a track record spanning over a decade winning local, state and national awards for being a “Best Company to Work For,” “Fastest Growing Company,” and “Best Law Firms in America.”

Our atmosphere and award-winning firm culture is collegial and professional, and our shared commitment to professional development is superior to our contemporaries. To learn more about our firm culture, please visit our website.

ABOUT THE POSITION

Position Summary

We are seeking a results-driven Process Optimization Specialist to enhance the firm’s operational efficiency and productivity. This role will focus on analyzing, optimizing, and managing workflows and task management processes, ensuring consistency and efficiency across departments.

The Process Optimization Specialist will collaborate closely with department heads, technologists, and operations teams to streamline processes, optimize tools, and improve overall performance.

Key Responsibilities:

Process Mapping and Documentation

• Collaborate with department heads to map out current processes and workflows across various teams.
• Develop standardized process documentation, including workflow diagrams, Standard Operating Procedures (SOPs), and best practices to ensure consistent execution and understanding across teams.
• Ensure that all documentation is accessible and regularly updated to reflect any process changes.

Workflow Optimization and Task Management

• Monitor task queues and ensure that personnel are actively working within the defined timeframes and aligned with established workflows.
• Track and report task completion rates to identify bottlenecks or delays in the workflow.
• Implement strategies to improve task management efficiency, ensuring compliance with Matter Plan protocols and timely task completion.
• Work with teams to continuously refine task management processes and improve task handling.

Forms, Tools, and Matter Plan Content Management

• Oversee the submission, review, and approval processes for forms, tools, matter-specific plans, and content within the firm's case management system, Litify.
• Ensure standardization and accessibility of submitted content, optimizing it for future reuse in similar matters, thereby driving efficiency and consistency across the firm.
• Work with the technologists to enhance the optimization of tools and content.

Performance Monitoring and Reporting

• Regularly assess the effectiveness of task queues, workflows, task management processes, and user engagement.
• Utilize data analysis and feedback to track performance, identify areas for improvement, and offer actionable insights to leadership.
• Provide regular performance reports and recommendations to improve matter management processes, tool utilization, and producer performance.

Issue Resolution and User Enhancements

• Track and monitor issues related to Matter Plans and user enhancement requests, ensuring timely resolution.
• Collaborate closely with Operations and tech development teams to prioritize and address system issues, user requests, and feature enhancements.
• Communicate solutions and updates back to the Operations team to ensure transparency and maintain trust in the system's capabilities.

Education: Bachelor’s degree in Business Administration, Operations Management, or a related field.

Experience: 3+ years of experience in process optimization, workflow management, or a related operational role. Experience with legal or professional services is preferred.

Skills:

• Strong expertise in process mapping, workflow analysis, and optimization.
• Proficiency in creating and managing process documentation (e.g., workflow diagrams, SOPs).
• Familiarity with task management systems and tools such as Litify.
• Strong analytical skills with experience in using data to drive decision-making and improve performance.
• Excellent communication and collaboration skills for cross-functional work.
• Problem-solving skills and a proactive approach to improving processes and resolving issues.

Key Competencies:

• Ability to manage multiple priorities and handle complex workflows efficiently.
• Strong project management skills, particularly in a fast-paced, deadline-driven environment.
• Detail-oriented, with the ability to identify inefficiencies and implement effective solutions.
• Strong organizational skills and a focus on continuous improvement.

ABOUT THE FIRM

At Jimerson Birr, our team has accepted the lasting responsibility of protecting our clients’ rights, businesses, properties, investments and finances. In both established and emerging businesses, our professionals are integral, trusted advisers and advocates, giving our clients insights into legal and business considerations that guide prudent decision making. We work with some of the world’s most respected and well-established businesses, as well as start-up visionaries, and individuals looking to overcome challenges.

Our award-winning law firm is at its best when it helps clients set measurable goals and develops multi-level strategies to achieve them. Our lawyers are trained to take ownership of our clients’ challenges by getting close to the problem and close to the people who can benefit from the solutions we provide. We’re business-oriented lawyers equally comfortable as community leaders, private transaction counselors or courtroom advocates. We pride ourselves on our people and their collective achievements. Besides our long list of legal industry honors, the firm has a track record spanning over a decade winning local, state and national awards for being a “Best Company to Work For,” “Fastest Growing Company,” and “Best law firms in America.” For all current career openings, firm history, frequently asked questions, and professional development tracks please check out our careers page by clicking this link Careers: View Current Opportunities.

We’ve found that the key to doing great work is to love what you do and respect who you do it with. To continue reading about our firm, visit our website Jimerson Birr.

Our atmosphere and award-winning firm culture is collegial and professional, and our shared commitment to professional development is superior to our contemporaries. Learn more about our firm culture here: JB Firm Culture: JB FOR ME.

WHY APPLY?

You’ll get a Challenging Opportunity with a Company that Cares About Its Most Valuable Asset: YOU! At Jimerson Birr, we pride ourselves on our people and their collective achievements. Besides our list of legal industry honors, in 2021 and for the seventh consecutive year, the firm was named one of Florida’s “Best Companies to Work For” by Florida Trend Magazine. In recent years, the firm was also distinguished as one of the “Best Places to Work” by the Jacksonville Business Journal and five times as one of the “50 Fastest Growing Companies.” Opportunities abound for those who can meet and exceed the expectations set for our team. Jimerson Birr is comprised of high-performing and professionally fulfilled people. We believe that a positive attitude, personal accountability, and a commitment to quality work will put a talented person on a fast track for success. Our atmosphere and award-winning firm culture are collegial and professional, and our shared commitment to professional development is superior to our contemporaries.

Our core values are simple: Commitment to service; Commitment to quality; Commitment to results.

Jimerson Birr is an equal opportunity employer. All qualified applicants receive consideration for employment and all employees are treated during employment without regard to race, color, sexual orientation, religion, sex, age, national origin, genetic information, disability, veteran status, gender identity and marital status.