Intake Specialist

Intake Specialist

Inland Counties Legal Services is seeking intake specialists to join our organization in Riverside, Ontario, and San Bernardino. Inland Counties Legal Services, Inc. is a nonprofit organization providing legal services to low-income persons residing in Riverside and San Bernardino Counties. ICLS targets services to seniors and those in the greatest social or economic need. Legal services are provided by attorneys, or paralegals under the direct supervision of an attorney. Levels of service include advice and counsel, limited action (includes negotiations and preparation of legal documents), as well as direct representation before administrative law and civil courts. ICLS provides legal assistance in eight practice groups: Outreach, Consumer, Housing, Family Law, Immigration, Systemic/Impact, Health Law and Public Benefits and Education.

Purpose of Position: An Intake Specialist is the first point of contact for potential clients. They must be professional, respectful and compassionate in obtaining basic information about the applicant and their legal problem quickly and efficiently to determine if applicant is eligible. A Receptionist/Intake Screener must provide high-quality information, screening of potential clients, meaningful referrals and scheduling of appointments.

ICLS currently operates under a 4-day work week arrangement while maintaining full-time status. Thus, staff will work approximately 80% of hours, while getting 100% of pay. Staff can arrange their work week to the extent possible, while prioritizing client/program needs and coordinating with their practice group director and colleagues.

Specific Duties and Responsibilities:

• Maintains Compliance Information for Audit by Fund Sources.
• Attends and records minutes of all office staff meetings.
• Prepares monthly Manager's Reports
• Litigation Support: Provides legal secretarial support to assigned advocates. Prepare case pleadings and case correspondence; contact clients, agencies and others; prepare legal forms; mail legal documents; arrange for service of process, schedule clients and other appointments; and performs other assigned legal secretarial duties.
• General Secretarial Duties: Prepare correspondence and other documents, typing, photocopying, translating, setting appointments and meeting and interviewing clients to obtain case information as directed. Provides back-up support for the Intake/ Receptionist receives and greets visitors; answers the telephone and re-directs calls and takes messages; provides general referrals to other agencies and organizations and open, stamp and distribute mail to staff.
• Screens Applicants for Client Eligibility by Telephone: Interview potential clients by telephone to determine eligibility. Enters data into the Case Management System
• Cash Receipts Custodian: Maintains the cash receipts log including client donations.
• Maintains Branch Office Forms Files: Responsible for keeping the office's filing cabinets adequately stocked with current program administrative and legal forms.
• Supplies, Storage Room and Postage Meter:
• Checks supplies on hand, prepares office supply orders quarterly and tracking receipt of ordered supplies.
• Maintains the branch office storage room in a neat and orderly condition.
• Checks the Postage Meter for sufficiency of postage and notifies the Bookkeeper when the meter is down to two weeks or about $300.00.
• Private Attorney Involvement (PAI) Activities as instructed
• Other Duties as Assigned: Other related duties may be assigned or required by the Practice Group Director, Attorney, Paralegals.

Education/Experience Requirements:

• College graduate or equivalent preferred. Secretarial course work beyond high school preferred.
• Prior customer service experience.
• Fluency in the Spanish language: speaking, reading and writing.
• Strong communication skills, excellent writing, research, organizational skills, self-motivated and able to multitask.
• A minimum of one year of office experience. Typing accuracy of 50 wpm. Perform multiple tasks simultaneously.
• Access to highspeed internet connection for remote work.
• Ability to keep up with high number of files with attention to detail.
• Experience working on a case managing system, prefer but not require.
• Computer literate with an ability to use a variety of software programs, including Microsoft applications, e.g. Teams, Word, Outlook, Excel, etc.
• Ability to operate standard office equipment, e.g. copiers, faxes, telephone equipment, etc.
• Ability to work with minimal supervision.

The recognition of our common humanity is the first step in fostering a diverse environment. The sum of our unique differences is greater than our individual parts. Our unique stories and experiences allow us to better solve the challenges that our community faces. Staff approach professional relationships with humility across the spectrum of diversity, including race, ethnicity, gender identity, sexual orientation, socio-economic status, immigrant status, religious identity, physical and mental disabilities, and/or limited English proficiency with a willingness to consider unique perspectives. Inland Counties Legal Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.