Intake Specialist

Estate Law Partners, LLC; Madison (WI); On-site; USD 25,000 - 36,000; Full time

Job summary

Estate Law Partners, LLC is seeking a full-time Intake Specialist in Madison, WI. You will welcome clients, schedule meetings, answer questions, and maintain organized client files.

Proficiency in MS Office and familiarity with Clio/WealthCounsel are helpful as you support paralegals with document preparation for Wills, Trusts, and related matters. We value strong communication, confidentiality, and teamwork.

Qualifications

• HS Diploma or Equivalent required.
• Preference for experience as Receptionist/Legal Assistant or similar; training provided.
• Legal terminology understanding preferred.
• Strong computer skills; proficient in Microsoft Office Suite.
• Knowledge of Clio and WealthCounsel preferred.
• Excellent written and verbal communication; adapt to audience.

Responsibilities

• First impression point of contact for clients.
• Assist with scheduling client meetings.
• Answer client questions and provide information.
• Prepare, organize, and retrieve client matter files.
• Organize intake and onboarding using CRM software.
• Perform general office duties as needed.
• Assist paralegals with document prep for Wills, Trusts, powers of attorney, and deeds.

Skills

Communication

Organizational skills

Time management

Attention to detail

Team collaboration

Confidentiality

Adaptability

MS Office proficiency

Education

HS Diploma or equivalent

Tools

Clio

WealthCounsel

Job description

Compensation: $22/hour plus benefits, or more with experience – negotiable

About the Firm

Estate Law Partners, LLC, is seeking a full-time Intake Specialist to join our team! The Intake Specialist will support our team by creating a welcoming environment, assisting with scheduling client meetings, and answering client questions.

At Estate Law Partners, LLC, we are committed to using our years of experience and knowledge of the law to help our clients plan and execute Wills and Trusts and resolve all probate and estate administration matters. We proudly represent personal representatives and executors of estates and intend to provide confidential and trusted counsel.

• Key player in the first impression for our clients.
• Establish and maintain positive relationships with clients, trustees, and family members.
• Communicate with clients in person as well as through telephone, video conferencing, and e-mail.
• Prepares, organizes, and retrieves client matter files.
• Organize and maintain client intake and onboarding utilizing client relationship management software.
• Perform general office duties as necessary and assigned.
• Assist paralegals with their job duties including document preparation of Wills, Trusts, powers of attorney, and deeds, for example.

Minimum Knowledge, Skills, and Abilities

• We require a HS Diploma or Equivalent.
• We will give preference to applicants with experience working as a Receptionist/Legal Assistant or in a similar role, but experience is not required. Training will be provided.
• Understanding of legal language and principles is preferred.
• Strong computer skills with proficiency in Microsoft Office Suite. Knowledge and proficiency of Clio and Wealth Counsel software programs is preferred.
• Excellent written and verbal communication skills; ability to adjust communication style appropriately to meet the needs of the audience.
• Excellent organizational and time management skills; ability to plan and coordinate work independently.Excellent critical thinking/analytical skills and ability
• Strong ability to plan and organize a team effort and maintain strong professional relationships.
• Ability to exhibit integrity in work product and in interactions with clients and other staff.
• Ability to hold oneself accountable for actions, successes, and failures.
• Ability to maintain a high degree of confidentiality.
• Ability to effectively work both independently and cooperatively as part of a team.
• Flexibility in the work environment and willingness and ability to adapt to changing organizational needs.

Working Conditions

• Physical Requirements: Primarily sedentary work, exerting up to 25 lbs. of force occasionally or a negligible amount frequently.
• Physical Activity: Primarily working position-sitting, with occasional standing, walking, driving, stooping, crouching, and kneeling; frequent reaching, carrying, lifting, pushing, pulling, fingering, grasping, typing, talking-speaking clearly, hearing-conversation, and seeing-nearby.
• Work/Environment: Moderate noise level consistent with an office environment.
• Personal/Physiological: Interaction with people, working around people, planning of activities, making judgments in emergency situations, frequent changes in duties and volume of work, intra-organizational communication.
• Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

She was very responsive and always made sure to answer any questions we had. Our experience with Danielle was very professional and efficient even with having to do everything through zoom due to Covid. - Shannon

[Matt] was very engaging and rephrased any questions we didn't understand. He was very engaging and rephrased any questions we didn't understand. - Steven

[Matt] was very helpful... Answering our questions and providing guidance that we understood. - Troy

He took the time to understand our goals and our family situation. He was friendly, thorough, and very knowledgeable. - Mark

He was wonderful...they asked all the right questions We are relieved that there is a plan in place. That gives us peace of mind. - Kris

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