Now Hiring: Legal Intake Specialist – Buffalo
Rupp Pfalzgraf LLC, Buffalo, NY, United States
Position:
Legal Intake Specialist
Company:
Rupp Pfalzgraf LLC
Location:
Buffalo, NY
Overview Rupp Pfalzgraf LLC is a law firm located right in the heart of downtown Buffalo that is committed to excellence in the practice of law and we value collaborative, human working relationships with people who share our optimism and energy. Our company is currently seeking a Legal Intake Specialist to help support our growing team! This role serves as a resource for the full lifecycle of legal matters, including client intake, conflict checks, and file setup, ensuring efficient case management and compliance with firm procedures.
Responsibilities
Prepare and process new client and matter intake forms accurately and efficiently
Communicate with attorneys and staff to ensure all required intake information is collected
Open and maintain matters in the firm’s case management and adjust rates in billing system
Ensure accuracy and completeness of all intake data
Conduct and document conflict checks in accordance with firm policy and ethical guidelines
Analyze conflict reports and elevate potential issues as needed
Coordinate with attorneys to resolve conflicts prior to matter opening
Create and maintain electronic and physical case files
Maintain accurate and up-to-date records in the firm’s case management system
Coordinate with accounting or billing teams to ensure matters are set up correctly for time entry and invoicing
Communicate effectively with attorneys, staff, and clients
Maintain confidentiality and adhere to ethical standards
Additional duties as assigned
Qualifications
Highschool Diploma required
2+ years of experience in a law firm or legal environment
Experience with intake, conflicts, or litigation support preferred
Familiarity with case management systems and e‑filing platforms (NYSCEF, PACER)
Strong attention to detail and ability to manage and pivot multiple tasks simultaneously
Excellent communication, organization, and interpersonal skills
Proficiency with Microsoft Office Suite and legal practice management software
Professional demeanor and commitment to client service
Work Environment & Physical Requirements
This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email
May require occasional standing, walking, and light lifting (e.g., files, boxes, or office materials up to approximately 10–20 pounds)
Ability to manage multiple tasks in a fast‑paced environment with frequent interruptions
Wage Information $23.00 – $27.00 per hour depending on experience and skillset.
Benefits Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long‑term disability insurance, employee assistance program, ID protection insurance, employee/spouse/child insurance, and an opportunity for a year‑end bonus based on performance. These are just a few reasons why Rupp Pfalzgraf LLC has been consistently recognized as one of Buffalo’s Best Places to Work.
To apply, please submit your resume to careers@rupppfalzgraf.com. We look forward to reviewing your application and exploring the possibility of having you join our team at Rupp Pfalzgraf.
All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.
#J-18808-Ljbffr
Legal Intake Specialist
Company:
Rupp Pfalzgraf LLC
Location:
Buffalo, NY
Overview Rupp Pfalzgraf LLC is a law firm located right in the heart of downtown Buffalo that is committed to excellence in the practice of law and we value collaborative, human working relationships with people who share our optimism and energy. Our company is currently seeking a Legal Intake Specialist to help support our growing team! This role serves as a resource for the full lifecycle of legal matters, including client intake, conflict checks, and file setup, ensuring efficient case management and compliance with firm procedures.
Responsibilities
Prepare and process new client and matter intake forms accurately and efficiently
Communicate with attorneys and staff to ensure all required intake information is collected
Open and maintain matters in the firm’s case management and adjust rates in billing system
Ensure accuracy and completeness of all intake data
Conduct and document conflict checks in accordance with firm policy and ethical guidelines
Analyze conflict reports and elevate potential issues as needed
Coordinate with attorneys to resolve conflicts prior to matter opening
Create and maintain electronic and physical case files
Maintain accurate and up-to-date records in the firm’s case management system
Coordinate with accounting or billing teams to ensure matters are set up correctly for time entry and invoicing
Communicate effectively with attorneys, staff, and clients
Maintain confidentiality and adhere to ethical standards
Additional duties as assigned
Qualifications
Highschool Diploma required
2+ years of experience in a law firm or legal environment
Experience with intake, conflicts, or litigation support preferred
Familiarity with case management systems and e‑filing platforms (NYSCEF, PACER)
Strong attention to detail and ability to manage and pivot multiple tasks simultaneously
Excellent communication, organization, and interpersonal skills
Proficiency with Microsoft Office Suite and legal practice management software
Professional demeanor and commitment to client service
Work Environment & Physical Requirements
This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email
May require occasional standing, walking, and light lifting (e.g., files, boxes, or office materials up to approximately 10–20 pounds)
Ability to manage multiple tasks in a fast‑paced environment with frequent interruptions
Wage Information $23.00 – $27.00 per hour depending on experience and skillset.
Benefits Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long‑term disability insurance, employee assistance program, ID protection insurance, employee/spouse/child insurance, and an opportunity for a year‑end bonus based on performance. These are just a few reasons why Rupp Pfalzgraf LLC has been consistently recognized as one of Buffalo’s Best Places to Work.
To apply, please submit your resume to careers@rupppfalzgraf.com. We look forward to reviewing your application and exploring the possibility of having you join our team at Rupp Pfalzgraf.
All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.
#J-18808-Ljbffr