The position is responsible for providing administrative assistance to the Immigration program handling the day to day functions the program needs in order for immigration legal staff to assist clients. The Immigration Assistant will be the first contact for clients who call for an appointment, walk-ins, and existing clients who have appointments with staff. The Immigration Assistant is responsible for carrying out legal support, administrative responsibilities, and community outreach tasks.
Essential Job Functions:
- Welcome clients to ILS; determine nature and purpose of visit.
- Communicate ILS intake process to immigrant community members seeking immigration legal services with ILS and set up appointments.
- Answer, screen all incoming calls, provide information, take messages and relay messages to staff appropriately.
- Manage voicemail system daily by checking received voicemail messages, forwarding messages appropriately, and returning calls.
- Prepare, track, copy and mail outgoing mail to United States Citizenship and Immigration Services (USCIS).
- Process, track, and file all incoming mail.
- Take passport photos and complete passport applications.
- Conduct monthly/quarterly Law Logix and office reports.
- Assist in collecting and compiling client demographic data for grant reporting purposes.
- Collect client fees and report them weekly to finance department.
Case Management Support
- Act as interpreter as needed at USCIS interviews.
- Translate documents, forms, statements from Spanish to English or English to Spanish.
- Create office forms and letters, Draft documents, including assisting in the preparation of forms, statements, affidavits, and cover letters.
- Create, organize, and maintain paper files and electronic files.
- Actively participate or present relevant immigration information to the immigrant and nonimmigrant communities periodically as needed.
- Assist with planning of outreach events.
- Act as a community liaison with other service providers.
Performs other related duties as assigned by management.
*Reliable attendance is an on-going essential job function.
Knowledge, Skills, and Abilities:
- Must be bilingual in English and Spanish.
- Understanding of, and sensitivity to, people of low-income and multi-cultural backgrounds.
- Ability to work with and be sensitive to non-English speakers.
- Ability to translate between English and Spanish and vice versa, fluently and accurately.
- Ability to present information effectively to an adult group in a public education forum.
- Ability to be detail oriented.
- Ability to prioritize multiple projects and ensure all deadlines are met.
- Ability to be organized to complete delegated tasks in a timely manner.
- Understanding and ability to respect client confidentiality.
- Computer proficiency including MS Word, Excel, Power Point, and Outlook.
Required of All Positions:
- Knowledge and support of Catholic Charities’ purpose, mission, vision, values, and ethical standards.
- Knowledge and support of the Catholic Charities Compliance Program requirements including – but not limited to – the Code of Ethics, the Compliance Policy, and all relevant compliance procedures.
- Ability to demonstrate sensitivity to the service population’s cultural and socioeconomic characteristics.
- High School Diploma or Equivalent
- 2-Year College Degree -Preferred
- Work experience in an office environment strongly preferred (1-3 years)
- Work experience in the immigration legal field, social services field, or other applicable fields (1-3 years)
- Experience working as a paralegal preferred (1-3 years)