The ACLU of Indiana seeks a part-time Intake Coordinator to assist in our work of making profound differences in the lives of people across our state. The ACLU of Indiana takes pride in our reputation of over 60 years of fighting for the rights of all Hoosiers. And now – with ongoing challenges to civil liberties at the national level and the increased local and state focus of the battles for our rights and our democracy – is a vital time to join us.
The American Civil Liberties Union is our nation's guardian of liberty, working daily in courts, legislatures and communities to defend and preserve the individual rights and liberties that the Constitution and laws of the United States guarantee everyone in this country. The ACLU of Indiana is a statewide affiliate of the national ACLU.
Each month, the ACLU of Indiana receives hundreds of requests for legal assistance, also known as intake. The Intake Coordinator ensures that every person seeking our assistance receives a timely response, a process that includes the careful processing and tracking of all requests, as well as training intake volunteers and coordinating and supporting their work. The Intake Coordinator also performs administrative support tasks as needed and requested by their supervisor and the attorneys. The Intake Coordinator reports to the Litigation Support Manager. This position requires 20 hours per week in our Indianapolis office.
Whenever time permits, tasks marked with an asterisk may be delegated to volunteers.
- Manage incoming requests for assistance
- Process incoming USPS mail
- Date stamp mail*
- Log incoming correspondence in database
- Scan letters and add them to the database*
- Ensure that requests for assistance are accurately summarized
- Distribute letters to volunteers and interns
- Review summaries to confirm accuracy
- Enter completed intake summaries into database
- Summarize requests personally when needed
- Process electronic intake
- Reply to emails to confirm receipt and obtain additional information as needed
- Process electronic correspondence and online complaints in the same manner as USPS mail described above
- Once per week, create “batches” of intake for each attorney to review
- File physical correspondence
- Process incoming USPS mail
- Issue timely responses
- Run reports in database indicating the response each attorney wants to send to each complainant
- Generate responses in database – that is, create them and print them - including attachments and enclosures
- Email electronic responses
- Prepare paper responses to be mailed
- Fold correspondence and enclosures*
- Prepare envelopes with correct address label, proper postage, and any necessary stamps or stickers*
- Review prepared envelopes before sending to ensure accuracy and completeness
- Conduct monthly and quarterly self-audits to ensure every individual who contacted us has received a response
- Additional responsibilities
- Coordinate the new volunteer selection and interviewing process when new volunteers are needed
- Build positive working relationships with volunteers, interns, and staff
- Participate in monthly and quarterly departmental reporting and process improvement conversations
- Assist attorneys and Litigation Support Manager with projects as needed and directed
- A high school diploma or the equivalent
- Excellent attention to detail, organizational skills, time management skills, and communication skills
- Strong computer skills, including experience in Windows
- The ability to work collaboratively and successfully with people and organizations regardless of their race, ethnicity, age, gender, sexual orientation, gender identity, gender expression, religion, ability, and socio-economic circumstances
Compensation starts at $20 per hour. Benefits include biannual employer contributions to a Health Savings Account; 401(k) with matching contribution; paid time off, and paid holidays whenever holidays occur during scheduled working hours.
If you are excited about bringing your talents and skills to the ACLU-IN, send a cover letter, resume, and three professional references to: firstname.lastname@example.org. Please put "Intake Coordinator" in the subject line.
Your cover letter should explain ways in which you satisfy the skills and qualification specified above. We also invite applicants to include in their letter how their background and/or experiences could contribute to the diversity, cultural vitality, and perspective of our staff and our work.
Applications will be reviewed as received. Candidates are encouraged to apply immediately.
The ACLU is an equal opportunity/affirmative action employer and encourages applications from all qualified individuals without regard to gender, gender identity or expression, race, sexual orientation, color, age, national origin, marital status, citizenship, disability, criminal history, and veteran status.