The Client Records Data Coordinator will be responsible for facilitating an in-depth audit and ongoing review of millions of client records in the Legal Aid Society’s (LAS) case management system.

This role is essential to ensure accurate, consistent and up-to-date data for ongoing and future casework.

The Specialist will report to the Criminal Defense Practice (CDP) – Litigation Support Unit, with a dotted line to Information Technology (IT) – Application Development, for shared accountability on the work of data quality analysis and resolutions, on our client Case Management System (CMS). The successful candidate will work closely with various teams across CDP and IT and systems to identify data inconsistencies, research updated information in internal and external systems, correct errors, and implement solutions to prevent future data entry issues.

ESSENTIAL DUTIES/RESPONSIBILITIES

Data Cleanup and Quality Control:
Identify and merge multiple client entities representing the same individual across the system
Review old or inactive cases that are still marked as open or active and make inactive case closure recommendations
Audit and update CDP historical trial cases/records, as needed
Review unique client identifiers, identify, track and resolve data for duplicates and discrepancies
Reporting and Analysis:
Generate and review data reports to identify and proactively identify common patterns
Collaborate with CDP, IT and data teams to ensure accurate reporting and tracking of data integrity efforts
Process Improvement:
Identify patterns and causes of common data entry errors to develop preventive measures for future case entries
Collaborate with case managers and administrative staff to standardize data entry protocols.
Design and lead related trainings
Establish a daily review process to monitor new case entries and flag potential issues for proactive resolution
Coordination and Collaboration:
Work closely with lawyers, the General Counsel’s office, other administrative personnel, and IT staff to ensure alignment on data clean-up efforts and goals
Recommend and implement tools, workflows, and reports to maintain ongoing data integrity

QUALIFICATIONS

Required qualifications:

An advanced degree in Data, Information Technology, Criminal Justice or related field with at least 3 years of relevant work experience is preferred; but will also consider a combination of 6+ years of post-secondary education and relevant work experience

Preferred qualifications:  

Experience working with large-scale databases (preferably in a legal or government setting)

KNOWLEDGE, SKILLS AND ABILITIES

Position Based Knowledge, Skills, and Abilities: 

Working knowledge of LawManager (preferred), any case management systems within legal judicial system
Familiarity with data governance and best practices for maintaining data integrity
Experience in legal research, the UCE data (NY State OCA data), public sector or nonprofit organizations is a plus
Excellent communication skills and ability to work collaboratively across different teams and various stakeholders
Strong proficiency in database management, data entry, and data quality control
Ability to generate and interpret data reports to identify inconsistencies and errors
Strong problem-solving skills, and experience in identifying and resolving data quality issues and performing root cause analysis. Ability to develop systematic approaches for data correction

Organizational Knowledge, Skills, and Abilities:

Commitment to Legal Aid Society’s mission to secure equal justice before the law for all New Yorkers 
Interpersonal and communication skills that enable healthy and productive working relationships 
Ability to perform duties with the highest regard for confidentiality, integrity, and respect
Commitment to Legal Aid Society’s mission and values

Physical, environment, travel, and other duties required: 

Mostly sedentary, significant time using a computer and monitor; communicating and meeting using video
Requires occasional or frequent physical movement to perform essential job functions which may include, bending, reaching, pulling, pushing, standing or walking for long periods of time, accessing small spaces  
May or will require travel within NYC, across the five-borough region

*For positions noted as essential, this will require either remote or in-person work during times of closure or otherwise non-typical business hours which may include evenings and weekends and during unforeseen events such as inclement weather or poor air quality conditions. 

SALARY AND BENEFITS

The salary range represents a good faith estimate of the range we expect to pay for this role. The actual salary offered may vary depending on many factors, including but not limited to job-related knowledge, skills, and experience, as well as collectively bargained salary steps for unionized roles.

Salary Range: $80,000 - $85,000

The Legal Aid Society offers a generous benefits package including health insurance, paid vacation, disability, and life insurance, and more. Click here to read more about benefits.

Higher Education and Loan Forgiveness

The Legal Aid Society is a qualified employer for the purposes of the Public Service Loan Forgiveness. This position allows an employee to take advantage of PSLF and other State and Federal loan forgiveness programs. Additionally, employees who are New York residents may be eligible for assistance from New York state to assist with loan repayments, depending on years of practice. To learn more, click the links below.

studentaid.gov

hesc.ny.gov/loan-forgiveness-programs

WORK AUTHORIZATION

All applicants must be legally authorized to work in the United States for any employer without sponsorship for a work visa or permit. We are currently unable to sponsor employment visas or permits. (However, for citizens of Canada and Mexico, LAS will provide a letter documenting employment status that is needed to obtain a TN visa.)

HOW TO APPLY 

All applications must be completed online via the career portal. We do not accept emailed applications. Submit the following documents as a combined PDF:

Cover Letter
Resume

For technical difficulties or questions regarding this posting, please email jobpostquestions@legal-aid.org.

EQUAL EMPLOYMENT OPPORTUNITY

As an Equal Employment Opportunity (EEO) Employer, The Legal Aid Society prohibits discriminatory employment actions against and treatment of its employees and applicants for employment based on actual or perceived race or color, size (including bone structure, body size, height, shape, and weight), religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, gender identity (one’s internal deeply-held sense of one’s gender which may be the same or different from one’s sex assigned at birth); gender expression (the representation of gender as expressed through, for example, one’s name, choice of pronouns, clothing, haircut, behavior, voice, or body characteristics; gender expression may not conform to traditional gender-based stereotypes assigned to specific gender identities), disability, marital status, relationship and family structure (including domestic partnerships, polyamorous families and individuals, chosen family, platonic co-parents, and multigenerational families), genetic information or predisposing genetic characteristics, military status, domestic violence victim status, arrest or pre-employment conviction record, credit history, unemployment status, caregiver status, salary history, or any other characteristic protected by law.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The Legal Aid Society is committed to a work culture of zealous advocacy, respect, diversity and inclusion, client-oriented defense, access to justice and excellent representation. We are dedicated to building a strong professional relationship with each of our clients (people), to understanding their diverse circumstances, and to meeting their needs. Our ability to achieve these goals depends on the efforts of all of us and our ability to build strong relationships with our colleagues. Every member of our community is expected to continuously learn about the dynamic, evolving, and emerging field of knowledge of identity, bias, and systemic forms of oppression and participate in productive efforts to dismantling bias in all forms.

Location

Manhattan - Criminal Defense Practice Office

Client Records Data Coordinator #25-70

New York, New York, United States

Deadline is 3:00 PM EST for Date Listed

Apr 22, 2025

Job Description

The Client Records Data Coordinator will be responsible for facilitating an in-depth audit and ongoing review of millions of client records in the Legal Aid Society’s (LAS) case management system.

This role is essential to ensure accurate, consistent and up-to-date data for ongoing and future casework.