Administrative Assistant

OUR ORGANIZATION

The Immigrant Law Center of Minnesota (ILCM) is Minnesota’s premier provider of comprehensive
immigration legal services to low-income clients of all nationalities. ILCM is a 30-person office with
five locations in the State of Minnesota including two Saint Paul offices and offices in Moorhead,
Worthington, and Austin. Additionally, ILCM has recently expanded to provide services in the Fargo,
North Dakota area. ILCM has been in operation for over 25 years, and is funded through individual,
law firm, corporate, United Way, foundation, and local, state, and federal government support.

OUR MISSION

The mission of ILCM is to enhance opportunities for immigrants and refugees through legal
representation for low-income individuals, and through education and advocacy with diverse
communities. Our goals are to:

• Remedy legal problems by providing quality immigration legal services to low-income

• Prevent legal problems by providing law-related education to immigrants and

• Raise public awareness of immigration issues to encourage sound public policy that

THE ROLE

The Administrative Assistant is responsible for performing a variety of clerical and administrative tasks
to help support the activities of ILCM, a nonprofit law office. The Administrative Assistant will work out
of the St. Paul Office
MAJOR RESPONSIBILITIES

• Complete monthly reconciliations of client documents and filing fees to ensure accuracy and

• Coordinate customer support with phone system provider, including submitting tickets

• Coordinate interpretation and translation services, including coordination of scheduling,

• Welcome new staff, coordinate with supervisors the onboarding schedule.
• Assist in training staff members and new hires or volunteers.
• Assist the HR and Operations Director in yearly audit.

• Asist the HR and Operations Director in yearly renewal of all insurance packages
• Assist in management of vendor relationships and financial records.
• Process license and subscriptions for all staff.
• Provide support to executive leadership, including coordinating and scheduling internal and

external meetings, preparing materials and minutes for selected meetings, establishing, and
maintaining filing systems and internal processes, assisting with special projects, and preparing
reports and recordkeeping

• Coordinate communications with job applicants including receiving and organizing applications

• On assigned days, perform administrative-staff-of-the-day duties in the office, including but not

SECONDARY RESPONSIBILITIES

• Complete biweekly time records for financial management, grant reporting, and recordkeeping

• Maintain an organized and up-to-date mailbox and administrative forms area.
• Maintain and coordinate ordering office/kitchen supplies inventories.
• Maintain a welcoming and organized reception area, including stocking of informational

changing toner. Log and file closed files to BDRS (storage), and request retrieval of files.

• Participate in regular administrative team and monthly staff meetings.
• Participate in training and development opportunities.
• Assist in proposal and grant report preparation as needed.
• Manage miscellaneous projects and complete various tasks as needed by management.
• Maintain shared kitchen and waiting room space during scheduled opportunity week.
• Provide back-up in different areas as needed such as reception, intake, or detention line.
• Provide translation of documents and interpreting of phone calls as needed.
• Other duties as assigned.

database, and email (Outlook) computer applications. Must easily learn database programs that
organize client and/or contact information.

• Detail-oriented and able to meet deadlines.
• Able to manage multiple tasks and projects simultaneously.
• Experience with office equipment, including copiers and telephone systems.

• Excellent interpersonal communication skills and relationship building skills to effectively work with

• Understand and display high levels of internal and external customer service, with excellent listening

• Ability to plan, prioritize, coordinate, and manage own work. Able to work unsupervised and solve

• Applies effective time management skills to meet all deadlines. Displays flexibility to meet

• Work as an effective and proactive team-player; understand the importance of supporting

• Understands confidential nature of organization information and maintains confidences.

OUR VALUES

ILCM’s values are grounded in respect for and partnership with our immigrant and refugee clients.

• We bring our full legal passion, dedicated attention and highest quality service to our low-

clients and their families.

• We value relationships with the communities we serve and seek to express their full potential

• We work with excellence and integrity.

• We believe in taking action to make immigration systems work for all.

WORKING ENVIRONMENT

The Administrative Assistant will be required to work in the St. Paul Office at least a few days a week,
which may increase as more work is performed in the office. Preference will be given to candidates who
are able to work in the office five days per week.

COMPENSATION & BENEFITS

ILCM is proud to offer a competitive compensation package:

• Annual compensation: $33,150 – 44, 850 DOQ

• Benefits: Paid- time-off; Health, Dental, FSA, Life, Short/Long-term Disability Insurance, IRA

HOW TO APPLY

Please send a letter of interest and resume to: oficinalegal@ilcm.org Applications will be reviewed upon
receipt, and the position will be open until filled.

Visit our website at https://www.ilcm.org/ to learn more about our work.

ILCM is an equal opportunity employer and is committed to providing a work environment that is free
from harassment and discrimination. ILCM provides equal opportunity to all applicants for employment
in accordance with all federal, state, and local laws and will not refuse to hire any qualified individual, or
otherwise discriminate against any individual by reason of an employee’s race, color, creed, religion,
national origin, sex, sexual orientation, disability, age, marital status, familial status, status with regard
to public assistance, or any other characteristic protected by law. ILCM is committed to providing all
reasonable accommodations required by law to qualified individuals with disabilities who are applicants
for employment and/or who are employed at ILCM.