What are the responsibilities and job description for the Case Management Software (CMS) Administrator position at Breyer Law Offices, P.C.?
Introduction
The Husband and Wife Law Team is looking for somebody with an unusual combination and passion for system administration and workflow management. The Husband and Wife Law Team, a group that was started in Arizona and is now beginning significant expansion, was one of the first and still one of the few law firms in the United States to utilize a systems engineer to fully integrate business intelligence solutions into our processes. We are able to provide an unmatched combination of customer service and legal result not only through an unusually experienced and dedicated team, but through the resources and advantages provided by great engineers and a team devoted to using resources in a way others cannot imitate or replicate.
Role Overview
The CMS (Case Management Software) Administrator will serve as the primary expert in managing and optimizing the organization’s Case Management Software (CMS), with a specific focus on Filevine and Workato. This role involves hands-on development of automations, designing document and report templates, and delivering training to team members. The ideal candidate has extensive experience in a Personal Injury legal environment, and is skilled at improving workflows to enhance productivity and efficiency. Strong knowledge of MySQL and database management is also essential.
Key Responsibilities
CMS Administration
Required Skills
The Husband and Wife Law Team is looking for somebody with an unusual combination and passion for system administration and workflow management. The Husband and Wife Law Team, a group that was started in Arizona and is now beginning significant expansion, was one of the first and still one of the few law firms in the United States to utilize a systems engineer to fully integrate business intelligence solutions into our processes. We are able to provide an unmatched combination of customer service and legal result not only through an unusually experienced and dedicated team, but through the resources and advantages provided by great engineers and a team devoted to using resources in a way others cannot imitate or replicate.
Role Overview
The CMS (Case Management Software) Administrator will serve as the primary expert in managing and optimizing the organization’s Case Management Software (CMS), with a specific focus on Filevine and Workato. This role involves hands-on development of automations, designing document and report templates, and delivering training to team members. The ideal candidate has extensive experience in a Personal Injury legal environment, and is skilled at improving workflows to enhance productivity and efficiency. Strong knowledge of MySQL and database management is also essential.
Key Responsibilities
CMS Administration
- Oversee the configuration, customization, and maintenance of the Filevine CMS to meet the organization’s needs.
- Ensure system stability, security, and scalability by managing updates, user permissions, and data integrity.
- Serve as the primary point of contact for troubleshooting and resolving system issues.
- Utilize Workato and other tools to design and implement workflow automations, reducing manual tasks and inefficiencies.
- Manage and optimize databases using MySQL to support CMS functionality and reporting needs.
- Collaborate with stakeholders to identify repetitive tasks and create automated solutions.
- Acts as the first line of defense for CMS-related issues, identifying, prioritizing and addressing them efficiently.
- Escalates complex issues to BI, Development or external vendors when necessary, ensuring timely resolution.
- Maintain a tracking system to monitor trends and inform proactive improvements.
- Create and maintain document templates, ensuring they are compliant with legal standards and tailored to the firm's requirements.
- Develop and generate custom reports to provide actionable insights and track key metrics.
- Ensure reports and templates are intuitive and align with team needs.
- Design and deliver training sessions for staff on Filevine, Workato, and related technologies.
- Develop comprehensive user guides and documentation to support ongoing learning.
- Act as a resource for staff, answering questions and providing guidance on best practices.
- Act as a liaison between technical and non-technical teams to ensure alignment on project goals.
- Work closely with attorneys, paralegals, and other staff to understand their needs and optimize the CMS accordingly.
- Partner with IT and external vendors to implement system improvements and integrations.
- Communicate updates, enhancements, and changes effectively to all relevant parties.
Required Skills
- Proficiency in Filevine, including advanced customization and administration.
- Experience with Workato or similar integration and automation platforms.
- Strong knowledge of MySQL for database management and optimization.
- Expertise in designing and maintaining document templates and generating reports.
- Deep understanding of legal workflows, particularly in Personal Injury law.
- 3–5 years of hands-on experience as a CMS Administrator or similar role in a law office setting.
- Demonstrated ability to streamline processes and enhance productivity through technology.
- Background in delivering training and creating user-friendly documentation.
- Experience managing data integrity and compliance in a legal or regulated environment.
- Strong communication and interpersonal skills to work with diverse teams.
- Excellent problem-solving abilities and attention to detail.
- Adaptability to manage multiple priorities in a fast-paced environment.
- A proactive and solutions-oriented approach to challenges.
