Legal Services Specialist

Jobtailor; Buffalo (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Jobtailor is seeking a detail-oriented administrative coordinator to support the legal services team in Buffalo. You will handle client inquiries, document management in MEDENT EMR, and coordinate schedules across multiple departments and partners.

The role emphasizes professionalism, independent work, and accurate reporting. Strong communication in English and another language is a plus, with some exposure to grant-related reporting requirements.

Qualifications

• High school diploma or GED required.
• Associate's degree preferred in a relevant field.
• Experience with phone systems and customer-service roles.
• Ability to work independently and know when to seek direction.
• Proficiency with MEDENT EMR and basic office software.

Responsibilities

• Screen legal-focused phone inquiries and direct messages appropriately.
• Screen email and phone inquiries and route resident referrals.
• Create profiles and enter documentation for enrolled clients in the MEDENT Electronic Medical Record.
• Coordinate remote service inquiries via phone, mail, and email.
• Coordinate client files and scheduling in MEDENT.
• Coordinate legal service schedules for client appointments, legal service staff, and outside organizational supports.
• Participate in legal clinics as needed.
• Coordinate with legal service staff on border and immigration-related services according to client needs.
• Ensure actions, conduct, and communications represent the organization professionally.
• Receive and route messages or documents to appropriate staff or clients.
• Track client statistics and coordinate with the Program Data Analyst.
• Collect service-related fees as appropriate.
• Manage legal department petty cash and discretionary purchasing.
• Assist the Legal Services Manager and Legal Services Specialist with daily tasks or special projects.
• Track reports and statistics for grants and board reports.

Skills

Bilingual communication

Customer service experience

Independent functioning

Decision making

Professional communication

Education

High School Diploma

GED Equivalent

Associate's Degree (Preferred)

Tools

MEDENT Electronic Medical Record

Word processing software

Spreadsheet software

Office equipment operation

Voicemail systems

Job description

• Screen legal-focused phone inquiries and direct messages appropriately
• Screen email and phone inquiries and route resident referrals
• Create profiles and enter documentation for enrolled clients in the MEDENT Electronic Medical Record
• Coordinate remote service inquiries via phone, mail, and email
• Coordinate client files and scheduling in MEDENT
• Coordinate legal service schedules for client appointments, legal service staff, and outside organizational supports
• Participate in legal clinics as needed
• Coordinate with legal service staff on border and immigration-related services according to client needs
• Ensure actions, conduct, and communications represent the organization professionally
• Receive and route messages or documents to appropriate staff or clients
• Track client statistics and coordinate with the Program Data Analyst
• Collect service-related fees as appropriate
• Manage legal department petty cash and discretionary purchasing
• Assist the Legal Services Manager and Legal Services Specialist with daily tasks or special projects
• Track reports and statistics for grants and board reports

Requirements

• High school diploma or GED equivalent
• Associate's degree in a relevant field preferred
• Additional languages, such as Spanish or French, are a strong asset
• Previous experience with phone and other customer service-based work
• Self-motivated and able to function independently
• Ability to know when to seek direction from a supervisor
• Working knowledge of office equipment, voicemail messaging systems, word processing, spreadsheet, and other software applications
• Ability to prepare reports, invoices, financial statements, letters, case histories, or medical records
• Ability to function autonomously and discern when to seek direction and when to make decisions

Core Competencies

Demonstrates proficiency in coordinating legal service schedules, managing client files, and utilizing MEDENT Electronic Medical Record for documentation. Capable of effectively communicating with clients and staff while maintaining professionalism and tracking client statistics.

Highest-signal resume keywords

• MEDENT Electronic Medical Record
• Client Coordination
• Legal Service Scheduling
• Bilingual Communication
• Customer Service Experience

Hard Skills

• Document Preparation
• Report Writing
• Data Tracking
• Financial Statement Preparation
• Office Equipment Operation

Soft Skills

• Self-Motivated
• Independent Functioning
• Decision-Making
• Professional Communication

Certifications & Qualifications

• High School Diploma
• GED Equivalent
• Associate's Degree (Preferred)

Industry Keywords

• Legal Services
• Client Inquiries
• Immigration Services
• Service-Related Fees
• Grant Reporting

Tools & Technologies

• Voicemail Messaging Systems
• Word Processing Software
• Spreadsheet Software