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 escalate 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.