Intake Assistant

Innocence Project•New York, NY

8d•Hybrid

About The Position

The Intake Assistant supports the operations of the Intake Department. The work of the department involves a fast paced and high volume of correspondence, data entry, and file management. The Intake Assistant is responsible for coordinating and processing the mail. The Intake Assistant works collaboratively with every position in the department, and reports to the Director of Intake & Case Evaluation. We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas and we are not an e-verify employer. The duties of this position require approximately 40 hours of work per week to be performed virtually/in-office. We currently have a hybrid in-office model, with all employees in the office three days per week and the remainder of the week remotely. Wednesday is our organization’s “anchor day” where all staff works in the office. The number of required in-office days is subject to change.

Requirements

1 year experience
Prior professional experience in a fast-paced office
Experience with case management tools and databases, including data entry
Must be legally authorized to work in the U.S.
Flexible and collaborative work style, resistance to stress, and ability to function effectively in a demanding environment
Superior skills in organization, planning and attention to details
Proven ability to work independently and in a collective environment
Total confidentiality regarding cases
Enthusiasm for the work of the Innocence Project and for social justice, including a demonstrated commitment to public interest
Shared commitment to the IP’s values of accountability, collaboration, empathy + compassion, equity, person-centeredness, quality focus, and self-awareness

Responsibilities

Processes large volumes of incoming mail. This includes reading and documenting all intake letters, organizing and distributing all incoming mail and documents to the appropriate department member, and assessing appropriate action for letters in cases not assigned to individual department members.
Responsible for scanning and returning of voluminous documents that come into the department. Oversee volunteers assisting on these projects.
Sends letter responses and other mail to applicants requesting case status updates and/or document returns.
Creates an electronic file for all applicants.
Uses online databases to locate applicant’s contact information.
Updates case database with changes to contact information or case status.
Systematically reviews letters from applicants and conducts screening to reject cases that do not meet basic intake criteria.
Assists department in large scale projects.
Regularly performs data integrity checks to insure and improve data accuracy.
In charge of administrative tasks involved in the Final Review Law Firm Project. This includes organizing, mailing, and tracking physical and digital files transferred to pro-bono law firms and other volunteers, as well as managing all physical and digital data received from the firms and volunteers.