Legal Assistance Intake Coordinator

Position Overview

The Temporary Legal Assistance Intake Coordinator will serve as the primary point of contact for member intake, assessment, referral coordination, and vendor invoice oversight activities. The position is responsible for conducting initial screenings to identify legal service needs; directing members to appropriate legal resources; assisting members in their completion of basic family and financial planning forms; coordinating referrals to approved immigration attorneys; monitoring referral activity and reviewing legal service invoices for accuracy and compliance with program guidelines.

This role does not provide legal advice and does not maintain legal case files. The position focuses on member navigation, referral management, and administrative coordination between members, legal service providers, and program staff.

Essential Duties and Responsibilities

Intake & Assessment

• Conduct intake with members seeking immigration-related legal assistance.
• Assess member needs and determine the appropriate service pathway based on established program guidelines.
• Coordinate with Chief Clerks to identify whether services can be addressed through the Citizenship Program or require referral to approved immigration attorneys.

Family and Financial State Forms Coordination

• Assist members with the completion and notarization of New York State forms designating other adults to make certain financial, medical, or parental decisions in the event of administrative separation (e.g., Designation of Person in Parental Relations, Standby Guardianship, Power of Attorney).
• Assist members with the completion of HIPAA authorization forms.

Referral Coordination

• Facilitate referrals to approved immigration legal service providers.
• Schedule and coordinate consultations between members and participating attorneys.
• Track referral activity from intake through attorney engagement.

Vendor & Invoice Support

• Assist the Supervising Caseworker with reviewing invoices submitted by participating law firms and legal service providers.
• Help verify that billed services align with approved referrals and program guidelines.
• Assist with tracking payments and processing records for legal service providers.
• Gather necessary paperwork to help resolve billing questions under the direction of the Supervising Caseworker.

Reporting & Program Support

• Monitor referral volumes, service categories, and provider utilization.
• Prepare regular reports on intake activity, referrals, expenditures, and program outcomes.
• Support program outreach, educational workshops, and member engagement efforts as needed.
• Assist with the development and refinement of intake and referral procedures.

Qualifications

• Education: Bachelor’s degree required. (A Paralegal Certificate or legal studies background is a plus, but not required).
• Experience: Minimum two to three (2–3) years of experience in client services, intake triage, benefits administration, human services, or a legal aid environment.
• Language: Advanced or bilingual proficiency in Creole highly preferred
• Certifications: Notary Public certification in New York (or willingness to obtain it immediately upon hire).
• Skills: Strong organizational, administrative, and data entry skills. Proficiency in Microsoft Office, particularly Excel and database management tracking tools.
• Communication: Excellent written and verbal communication skills; a high degree of empathy and professionalism when interacting with members.
• Availability: Available to work flexible hours including evenings and weekends as needed.

Preferred Qualifications

• Knowledge of immigration legal service delivery systems or community resources in New York City.
• Experience working with legal aid organizations, union benefit programs, or nonprofit social service providers.
• Experience reviewing vendor invoices, contracts, or billing files.