Administrative/Intake Specialist

Job Title: Administrative/Intake Specialist

Job Location: Philadelphia, PA

Job Type: Administration

Organizational Information:

The Homeless Advocacy Project (HAP) exists to meet the legal and advocacy needs of individuals and

families experiencing homelessness in Philadelphia. With HAP staff and a corps of 400 volunteer

lawyers, paralegals, and law students, HAP engages in direct outreach to individuals experiencing

homelessness in need of legal services.

ABOUT US: Established in 1990, the Homeless Advocacy Project (HAP) is the only legal services

organization dedicated to providing direct civil legal services to individuals and families

experiencing homelessness in Philadelphia. HAP also advocates for the needs of the City’s homeless

population. HAP supports a world that is safe, fair, and equitable for everyone. To read more about

HAP’s mission, vision, and values, see here: About — Homeless Advocacy Project

Position Description:

The administrative/intake specialist position supports operations and the legal staff by greeting and welcoming clients, answering and directing phone calls, completing intakes, and managing files. The position requires strong customer service and office technology skills as well as a strong ability to communicate well with people from various socio-economic backgrounds. The Administrative Intake Specialist must care deeply about access to justice for underserved communities, value volunteers, and enjoy working on a collaborative team.

Under the supervision of the Director of Intake and Outreach and the Director of Operations, the

Administrative Intake Specialist will:

• Perform a broad variety of intermediate-level clerical and administrative tasks as directed and required for the support of the office or individual legal staff.
• Use the case management system to process client cases from intake to closing, update case notes, upload documents, etc.
• Perform client prescreens and intakes in the office, over the phone, and at legal clinics.
• Respond to online requests and follow up to collect additional information from clients or referring partners as needed.
• Prepare office flyers, client notices and other documents as necessary.
• Handle administrator duties in the case management system, including updating fields, inputting data, creating reports, responding to requests and other database related requests as assigned.
• Maintain and organize closed case files, disperse medical records, and in-coming faxes.
• Oversee replacement ID checks, out-of-state birth certificate referrals, follow up and collect additional information and documentation as needed, and provide backup support for PA birth certificates.
• Greet and welcome visitors; answer and direct phone calls; provide referrals and information when applicable.
• Provide efficient administrative support before, during, and after outreach programs, clinics, trainings, and events.
• Collaborate with other departments to complete office functions.
• Perform other related duties as assigned.

Required Skills/Abilities:

• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Close attention to detail, organized, and able to manage multiple, simultaneous projects and deadlines.
• Excellent time management skills with the proven ability to meet deadlines.
• Superior understanding of office methods, procedures, and equipment.
• Ability to learn, interpret, and apply policies and procedures.
• Proficient with Microsoft Office Suite or related software.
• Understanding and sensitivity to issues of people experiencing homelessness, living with mental illness, and in recovery from addiction.
• Spanish fluency is preferred but not required.
• Ability to sit for prolonged periods at a desk and to work on a computer.

Education and Experience:

• High school diploma or equivalent required; Associates degree preferred.
• At least two years of experience in customer service and/or clerical work required. Immediate

Supervisor: Director of Intake and Outreach and Director of Operations

Reports to: Legal and Advocacy Director

How to Apply:

Applications will be accepted until the position is filled. In order to receive full consideration,

candidates are urged to submit their application as soon as possible but no later than July 21, 2025. Please include a current resume and a letter detailing your interest in the position, your qualifications, and what you hope to contribute to the organization.

Please submit materials electronically to Careers@haplegal.org in Microsoft Word or PDF format.

Salary is commensurate with experience based on a competitive public interest salary scale. Available benefits include medical, dental, vision, term life, short and long term disability, 403(b) retirement plan, and generous paid time off and holidays.

No phone calls, recruiters, or drop-ins please.

Equal Opportunity Employment

Homeless Advocacy Project (HAP) is an equal opportunity employer and does not discriminate on the basis of race, gender, disability, ethnicity, religion, sexual orientation, national origin, age, citizenship, genetic information, or veteran status.