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Full Job Description
Position Summary: The Immigration Legal Assistant works as an integral part of a team of immigration attorneys, Department of Justice (DOJ) accredited representatives, paralegals, legal assistants, law student interns and support staff. The Legal Assistant assists in implementing best practices for legal case management, outreach, fee collection, database management, volunteer recruitment and retention, throughout the three main Legal Services office locations.
This position is responsible for answering phone calls and voicemails, responding to client requests in person and online, working with the Administrative Coordinator in the Oakland office in accepting payments from clients, developing case opening and closing procedures with the Legal Services staff. This person will also assist with document translations and other administrative tasks, including ordering supplies and deposits.
Reports to: Legal Services Program Manager
Supervisory Responsibility: Direct supervision of office volunteers.
Core Responsibilities:
Provide administrative support to DOJ Accredited representatives and attorneys
Answer phone calls, voicemails, walk in questions and online requests, schedule appointments
Open and process incoming mail daily. Provide support with other administrative tasks, such as translations, copying, filing with USCIS, and entering case notes
Conduct case opening appointment for all legal cases, prepare file, review and sign contracts, collect fees, issue receipts and prepare weekly deposits
Close case files and maintain closed cases according to office policy, including tracking deadlines
Coordinate legal services outreach at local events and with other service providers
Recruit, supervise and retain office volunteers
Maintain small client caseload comprised primarily of FOIA requests, EAD renewals, citizenship and deferred action
Other duties as assigned
Qualifications:
Associate’s or Bachelor’s Degree or University level education equivalent from other countries
2+ years of experience providing administrative support in a professional office environment
Must be bilingual in Spanish
Proficient with data entry and reporting with software
Strong administrative, organizational, interpersonal, verbal communication, writing and presentation skills are required
Professional technology skills including Microsoft Word, Excel, and PowerPoint, Adobe Acrobat, and database software. Ability to scan, edit and create .pdf files and experience with shared folders
Valid driver’s license and proof of insurance
Core Competencies:
Demonstrates a fundamental respect for the dignity of others. Works collegially and is a proven team builder. Inclined to coach and teach in order to improve knowledge and ability of others, but holds people accountable for results
Understands and values quality improvement. Able to effectively address overlapping projects and deadlines. Adaptable and reliable in face of conflict, crisis, or changing priorities
A demonstrated commitment to diversity and inclusion; valuing a diversity of perspectives and encouraging contributions by all team members
Ability to thrive in a flexible, fast-paced, accredited, and growth-oriented environment while maintaining a positive solution oriented approach
High analytical abilities to process large amounts of data from multiple sources. Ability to prioritize across multiple types of work and coordinate the work of others
High level of independent judgment required
Ability to network and interact internally and externally
Must be bilingual in spoken and written Spanish
Experience serving clients from many different cultures
Physical Requirements:
Requires ability to sit up to 6-8 hours per day with intermittent occasional walking, standing, bending, and squatting.
Occasionally may be required to lift items up to 25 pounds to a height up to 3 feet.
Occasionally may be required to carry items up top 10 pounds for distances up to 500 feet and up to 25 pounds for distances up to 20 feet.
Benefit Status: Not Eligible
Full Time/Part Time Status: Part Time (up to 20 hours per week), Temporary 4 months, possible extension. In-office required.