File Intake Specialist

The File Intake Specialist is responsible for managing the intake and initial processing of new legal matters and case files. This role ensures that all incoming files are accurately documented, properly categorized, and entered into the firm’s systems in accordance with established protocols. The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced legal environment., * Receive and process new case files, including physical and electronic documents

• Verify completeness of intake documentation and follow up on missing information
• Enter matter details into the firm’s case management and document management systems
• Assign appropriate file numbers, labels, and categories based on practice area and client requirements
• Coordinate with attorneys, paralegals, and administrative staff to ensure timely and accurate file setup
• Maintain intake logs and generate reports on new matters and file activity
• Ensure compliance with internal procedures and client-specific intake protocols
• Assist with scanning, indexing, and archiving of incoming documents
• Support quality control efforts by reviewing file data for accuracy and consistency
• Respond to internal inquiries regarding file status and intake procedures

Key Competencies:

• Communicating - Legal Professionals provide the information required by others in a concise, direct, and unambiguous way. They perceive how the message affects the receiver and strive to ensure that the receiver clearly understands the specifics and function of the message.
• Conflict Management - Legal Professionals address problems openly and objectively and bring substantial conflicts and disagreements into the open with the intention of resolving issues in an unemotional and constructive manner.
• Professionalism - Legal Professionals set high standards and serve as role models for work performance, ethical conduct, and respect for others. They consistently conduct themselves in a manner consistent with generally accepted moral principles and values and within the guidelines and best practices of their profession.
• Planning & Priority Setting - Legal Professionals identify priorities and develop detailed action plans that include objectives, accountabilities, time frames, standards, review stages, and contingencies.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• High school diploma or equivalent required; associate degree or certification in records management preferred
• Minimum 2 years of experience in legal records, file management, or administrative support
• Familiarity with legal terminology and case documentation
• Proficiency in document management systems and Microsoft Office Suite
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and meet deadlines