[INTERNAL ONLY] Grant Funded Intake and Operations Supervisor

Organization Overview: 

Colorado Legal Services (CLS) is Colorado’s statewide nonprofit legal aid program, with thirteen offices providing civil legal assistance to low-income Coloradans throughout the state. CLS provides free legal assistance in a broad variety of legal areas, including family law, public benefits, eviction defense, consumer protection, services to survivors of serious crime and human trafficking, and many others.   

CLS has strengthened lives, assisted families, and supported communities–one person at a time for over 100 years. We are committed to providing high-quality, free legal advice and representation to eligible individuals throughout Colorado. We have a long history of successful impact and advocacy. CLS strives to bring about substantive, transformational change in the lives of those we serve.   

We value representation. 

At CLS, we value and respect our staff's wide variety of backgrounds and experiences. We ensure representation of our client communities in our staff, Board of Directors and leadership teams. We also envision a fair, just, trusted, and harm reductionist legal system which emphasizes access to and implementation of true justice for every Coloradan. 

Position Summary:

This is a Colorado Legal Services (CLS) Management Position. The Intake Specialist/Office Administrator will report to the Managing Attorney of the Colorado Springs office. The Intake Supervisor and Office Administrator provides oversight and support to a team of intake specialists and volunteers, ensuring that their work is completed in a timely and effective fashion and that all administrative duties are completed thoroughly and effectively. The Intake Supervisor responsibilities will also include developing and maintaining systems for effective communication and quality control during the applicant intake process, as well as supporting all members of staff with intake related issues.

The Office Administrator responsibilities include office management, such as maintenance of an office calendar, communication with the landlord on building-related matters, and other similar tasks that ensure the effective operation and upkeep of the office. Additionally, the Intake Supervisor/Office Administrator may be required to provide support to volunteer attorneys and coordinating the development of the PAI program.

This is a 2-year, grant-funded position.

Essential Duties: 

Intake Supervision

• Oversee the intake process to ensure accuracy, uniformity, efficiency, and effective services to applicants
• Regularly review intake staff’s work product ensuring high quality of service and accuracy. This review includes entry of data into Legal Server, entry of case notes, review of letters sent to applicants, and attending case staffing meetings on a regular basis.
• Provide support for intake specialists, helping to staff the front desk, addressing escalated clients, assisting with intake determinations, and providing resource referrals on a regular basis.
• Participate in training new staff members, leading training for new intake specialists, and providing support for new paralegals and attorneys around intake and office procedures.
• Create and maintain intake staff resources to include trainings, policies, intake guidelines, client resources, letter templates, and a call log utilized by intake specialists.
• Address intake questions and concerns on a regular basis, fielding questions from attorneys, paralegals, and intake specialists. 
  
• Plan and host monthly support staff meetings to provide continued training opportunities, address support staff concerns, and generally provide a space for support staff to touch base. 
  
• May assist in providing coverage for other support staff as needed.
• Handle intake, investigation, staffing, and assignment of will and estate planning cases.

Operations Supervision

• In collaboration with the managing attorney, manage all office space matters, including scheduling vendors, communicating with property management, addressing staff concerns, and submitting maintenance requests.
• Primarily responsible for managing parking and access for all staff, volunteers, and guests, requesting new access and parking as needed, processing disbursement requests for parking payments, and communicating with parking management.
• Organize and maintain the supply/copy room (including postage meter and interpretation equipment), storage room, and break room, ensuring staff are easily able to find what they need, file retention policy is followed, and kitchen supplies are accessible.
• Attend all trainings related to office procedures, policy changes, accounting, HR, statewide issues, and tech updates, relaying any information covered for staff who did not attend. 
  
• Participate in planning and hosting office wide events, such as the holiday party and Halloween potluck, helping with setup and cleanup.
• Develop and maintain office SharePoint, Teams, and Outlook calendar, updating each with new office wide updates, events, and information.
• Support the managing attorney with managing credit card receipts, checks, petty cash, and disbursement requests for the office.

Required Qualifications: 

• Experience and comfort with Microsoft Office 365 software
• Excellent time management, organization, and communication skills
• Ability to work with staff, applicants, and clients from diverse backgrounds, ensuring a welcoming and collaborative environment
• Minimum 1 year of experience in a legal support staff role

Preferred Qualifications: 

• Familiarity with Legal Server, Canva, and SharePoint software
• Some knowledge of LSC grantee guidelines
• Proficiency in a language other than English
• Management/supervision experience

Compensation and Benefits: 

We offer a generous plan that includes 100% employer paid premiums for employee health, dental, vision, life, and long-term disability insurance, as well as partial employer paid premiums for spouses/dependents, based on a sliding scale. We also offer Dependent Care and Medical Flexible spending accounts, and an Employee Assistance Program (EAP). CLS contributes $200/month to each employee's 403(b) retirement account and matches 100% of employee contributions up to 3% of employee salary; vesting occurs gradually will full vesting after 3 years of employment. Additionally, CLS offers generous paid time-off and 13 paid holidays per year. 

CLS values its employees’ commitment to working hard for the population it serves and recognizes the importance of work/life balance. We promote and foster a culture of belonging and a psychologically safe work environment, striving to be a “Best Place to Work” in Colorado. 

How to Apply:

Please use the “Apply for This Job” link for this job opening on our careers page. We will not be reviewing applications sent via e-mail or physical mail. If you have questions about this position or any other positions at Colorado Legal Services, contact Karen Vilner, Director of People and Culture, at kvilner@colegalserv.org.  

Salary : $200