Our firm represents community associations in the collection of delinquent assessments. The Intake Paralegal is the first point of contact for new collection referrals and owns the file from referral through the opening of a formal collection matter. This is a high-volume, deadline-driven position that suits someone who is organized, precise, and able to analyze information to determine its sufficiency.

• Referral Intake and File Opening : Receive and review new delinquency referrals from association clients and management companies. Confirm the referral packet is complete and request missing items promptly. Create the matter in the firm's case management software system and enter all relevant data accurately.

• Account and Title Verification : Verify legal ownership and property description against county records and tax assessor data. Confirm the recorded lien position of the association, identify mortgages and other encumbrances, and flag bankruptcies, active litigation, foreclosures, probate, military service, and deceased owners for attorney review before any collection activity begins.

• Ledger Review and Balance Calculation : Review the association ledger for accuracy, reconcile assessments, late fees, interest, fines, and other charges to determine if the account is sufficient to open. Identify amounts that may be outside the recoverable window and escalate them to the supervising attorney.

• Document Preparation Draft statutory validation notices, demand letters, notices of lien, and related correspondence for attorney review and signature.

• Communication and Compliance Handle inbound calls and correspondence from homeowners and association representatives with professionalism and consistent documentation. Follow firm protocols for debt collection compliance, including validation and dispute handling, cease-communication requests, and bankruptcy stay procedures. Escalate all requests for legal advice or settlement authority to an attorney.

• File Maintenance and Reporting : Maintain deadline calendars, task lists, and status notes so every file reflects current activity.

• 1 to 2 years of paralegal, collections, legal assistant, or title/real estate support experience.

• Strong written communication and document analysis skills, with demonstrated accuracy in numerical and ledger work.

• Comfort with high-volume caseloads and competing deadlines.

• Proficiency with case management software and Microsoft Office; experience with document automation preferred.

Orten, Cavanagh, Holmes & Hunt LLC has provided value-oriented legal services to community associations and schools throughout Colorado for over 20 years. We are a small firm with a big heart. We value employee collaboration and truly enjoy what we do!