Records/Client Intake Specialist
Weintraub Tobin, Sacramento, CA, United States
RECORDS/CLIENT INTAKE SPECIALIST — SACRAMENTO
THE FIRM
Weintraub Tobin is an innovative provider of sophisticated legal services to dynamic businesses and business owners, individuals, emerging companies, and nonprofits. From locations in Sacramento, San Francisco, Los Angeles, Orange County, and San Diego, more than 80 attorneys assist clients throughout California with business and litigation needs, including corporate law, finance and tax law, labor and employment, real estate, intellectual property, entertainment, and digital media. We maintain our leadership position by creating a value-added, trust-based relationship with our clients, supporting our local communities, and developing deep subject‑matter expertise. We offer a supportive and collegial environment where individual contributions are recognized and celebrated, and hard work is balanced with personal fulfillment and responsibilities.
THE OPPORTUNITY
Weintraub Tobin is currently seeking a full-time on-site (40 hours per week), experienced Records/Client Intake Specialist to join our Records Department in our Sacramento Office. The successful candidate must be able to multi-task in a fast‑paced and professional environment, enjoy working as part of a team, and demonstrate a commitment to quality client service.
RESPONSIBILITIES
Coordinate beginning‑to‑end new client and matter intake process in accordance with firm policies and procedures
Review and approve client‑matter management requests in Orion
Conduct background checks utilizing electronic research tools (e.g., Westlaw PeopleMap) to conduct background checks for prospective clients
Run and distribute conflicts of interest searches and reports for clients (individuals and corporate entities), attorneys, and new hires, ensuring ethical compliance prior to engagement
Ensure complete and proper setup and syncing of new client matters with practice management, billing, and document systems
Communicate with attorneys, legal assistants, and administrative staff to resolve conflicts, gather required details, and address discrepancies in engagement documentation or origination
Prepare regular reports to verify new matter openings
Support records management of physical and electronic records in compliance with retention and destruction policies
Collect, organize, index, and electronically track files; assist with regular shelf maintenance, inventories, and file audits
Manage physical and digital file transfers, including secure intake of records from new hires and compliant distribution of files to clients or external counsel
Coordinate with off‑site storage vendors for accurate storage and retrieval of records, files, and boxes
Assist with the upkeep, filing, and retrieval of electronic documents in accordance with firm policies
Prevent loss or misplacement of records across the office, ensuring timely access to information firmwide
Handle copying and scanning of documents, case files, and other materials as requested by attorneys, secretaries, and paralegals
Utilize Microsoft Excel, Word, and Outlook proficiently to manage and track records
Provide other general clerical and administrative duties as needed by attorneys, secretaries, and firm management
Assist with special and miscellaneous projects, as assigned
SKILLS AND ABILITIES
At least two years of related law firm intake work experience is preferred, with an understanding of best practices in a legal environment
Ability to cross‑train in other records department functions
Strong analytical and problem‑solving skills
Self‑motivated and able to work independently and as part of a team
Ability to work concurrently on a variety of projects and work effectively under pressure
High attention to detail and accuracy
Effective organizational skills and ability to use necessary computer applications, including the Microsoft Office Suite
Flexibility in dealing with multiple priorities and personalities
Communicate effectively with attorneys and legal staff at all levels
Ability to lift and move up to 50 lbs.
EQUAL EMPLOYMENT OPPORTUNITY
The Firm is an equal opportunity employer. It is Firm policy to provide equal opportunities to all qualified individuals regardless of race, color, creed, religion, national origin, sex, age, physical or mental disability, medical condition, marital status, sexual orientation, sexual identity, genetics, veteran status, or any other class protected under federal, state, or local law. This policy applies to all terms and conditions of employment. It is the intent of the Firm to comply with all applicable federal and state laws with respect to fair employment practices. The Firm will provide reasonable accommodation to qualified applicants and employees with a known disability or medical condition or for an employee’s religious beliefs provided the accommodation does not cause undue hardship to the Firm. Any applicant or employee with a qualifying disability or medical condition, or a religious practice, that requires an accommodation in order for the employee to perform the essential function of his or her job, should contact Human Resources to discuss it further so the Firm can determine if a reasonable accommodation exists and can be provided.
Salary range: $45,000-$55,000 (based upon years of experience)
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THE FIRM
Weintraub Tobin is an innovative provider of sophisticated legal services to dynamic businesses and business owners, individuals, emerging companies, and nonprofits. From locations in Sacramento, San Francisco, Los Angeles, Orange County, and San Diego, more than 80 attorneys assist clients throughout California with business and litigation needs, including corporate law, finance and tax law, labor and employment, real estate, intellectual property, entertainment, and digital media. We maintain our leadership position by creating a value-added, trust-based relationship with our clients, supporting our local communities, and developing deep subject‑matter expertise. We offer a supportive and collegial environment where individual contributions are recognized and celebrated, and hard work is balanced with personal fulfillment and responsibilities.
THE OPPORTUNITY
Weintraub Tobin is currently seeking a full-time on-site (40 hours per week), experienced Records/Client Intake Specialist to join our Records Department in our Sacramento Office. The successful candidate must be able to multi-task in a fast‑paced and professional environment, enjoy working as part of a team, and demonstrate a commitment to quality client service.
RESPONSIBILITIES
Coordinate beginning‑to‑end new client and matter intake process in accordance with firm policies and procedures
Review and approve client‑matter management requests in Orion
Conduct background checks utilizing electronic research tools (e.g., Westlaw PeopleMap) to conduct background checks for prospective clients
Run and distribute conflicts of interest searches and reports for clients (individuals and corporate entities), attorneys, and new hires, ensuring ethical compliance prior to engagement
Ensure complete and proper setup and syncing of new client matters with practice management, billing, and document systems
Communicate with attorneys, legal assistants, and administrative staff to resolve conflicts, gather required details, and address discrepancies in engagement documentation or origination
Prepare regular reports to verify new matter openings
Support records management of physical and electronic records in compliance with retention and destruction policies
Collect, organize, index, and electronically track files; assist with regular shelf maintenance, inventories, and file audits
Manage physical and digital file transfers, including secure intake of records from new hires and compliant distribution of files to clients or external counsel
Coordinate with off‑site storage vendors for accurate storage and retrieval of records, files, and boxes
Assist with the upkeep, filing, and retrieval of electronic documents in accordance with firm policies
Prevent loss or misplacement of records across the office, ensuring timely access to information firmwide
Handle copying and scanning of documents, case files, and other materials as requested by attorneys, secretaries, and paralegals
Utilize Microsoft Excel, Word, and Outlook proficiently to manage and track records
Provide other general clerical and administrative duties as needed by attorneys, secretaries, and firm management
Assist with special and miscellaneous projects, as assigned
SKILLS AND ABILITIES
At least two years of related law firm intake work experience is preferred, with an understanding of best practices in a legal environment
Ability to cross‑train in other records department functions
Strong analytical and problem‑solving skills
Self‑motivated and able to work independently and as part of a team
Ability to work concurrently on a variety of projects and work effectively under pressure
High attention to detail and accuracy
Effective organizational skills and ability to use necessary computer applications, including the Microsoft Office Suite
Flexibility in dealing with multiple priorities and personalities
Communicate effectively with attorneys and legal staff at all levels
Ability to lift and move up to 50 lbs.
EQUAL EMPLOYMENT OPPORTUNITY
The Firm is an equal opportunity employer. It is Firm policy to provide equal opportunities to all qualified individuals regardless of race, color, creed, religion, national origin, sex, age, physical or mental disability, medical condition, marital status, sexual orientation, sexual identity, genetics, veteran status, or any other class protected under federal, state, or local law. This policy applies to all terms and conditions of employment. It is the intent of the Firm to comply with all applicable federal and state laws with respect to fair employment practices. The Firm will provide reasonable accommodation to qualified applicants and employees with a known disability or medical condition or for an employee’s religious beliefs provided the accommodation does not cause undue hardship to the Firm. Any applicant or employee with a qualifying disability or medical condition, or a religious practice, that requires an accommodation in order for the employee to perform the essential function of his or her job, should contact Human Resources to discuss it further so the Firm can determine if a reasonable accommodation exists and can be provided.
Salary range: $45,000-$55,000 (based upon years of experience)
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