Administrative Assistant – Immigration Legal Services

Job Type: Ministerial

Reports to: Office Manager

Position Description

This full-time benefited position serves as the first point of contact for our clients, creating a welcoming, respectful and professional environment. The role is responsible for greeting and assisting clients and potential clients, managing incoming communications and mail, and maintaining effective communication between clients and legal representatives as directed. In addition, the position supports the intake process by identifying, screening, and scheduling potential clients for consultations, ensuring an organized and efficient flow of services.

The Immigration Legal Services program is called to bring dignity, justice and hope to the immigrant among us by providing direct legal services in immigration matters to low-income clients in Eastern Oklahoma so that immigrants can fully engage in and contribute to our community.

Ministerial

• As a ministerial representative of CCEOK, both professional and personal conduct must align with the ethical and moral standards of the Catholic Church
• Pray daily for the needs of the poor through personal prayer, daily Mass, and/or adoration
• Be willing to learn and apply Catholic teaching in your role
• Help foster a shared culture of ministry across program operations and management

Administrative Support

• Contact potential clients to inform them about the intake process and provide access to the online intake form used to gather basic information for eligibility screening
• Create intake case notes for clients in our online case management database
• Maintain the “Appointment List to Review” Excel sheet and ensure it’s up to date
• Schedule initial consultations and follow-up appointments and send reminders to confirm client attendance
• Greet and assist walk-in clients and answer and return phone calls in a professional, courteous, and compassionate manner
• Maintain effective communication with legal representatives, including notifying them of client arrivals and implementing feedback related to consultations and case closures
• Release documents to clients as needed
• Receive and process incoming mail, including tracking and sending reminders for important deadlines
• Contact clients to remind them of upcoming biometrics, interviews and hearings
• Complete administrative case closure

Clerical Support

• Help clarify any doubts that volunteers may have about administrative processes
• Track consultations in order to report relevant data to the supervisor
• Provide general administrative assistance
• Assist with interpretations as needed

Perform other related duties as assigned.

Qualifications/Education

• High school diploma or equivalent required; associates or higher degree preferred
• Proficient in Spanish and English (reading, writing and speaking) required
• Experience working in a legal environment and/or other relevant experience working with immigrants and/or vulnerable populations preferred
• Excellent written and verbal communication skills
• Strong attention to detail and good problem-solving skills
• Ability to prioritize multiple projects and ensure all deadlines are met
• Humility: willingness to learn new things, problem solve and grow outside of comfort zone
• Ability to work well independently and within a team
• Competence in communicating and interacting with others of diverse cultural, geographic, and economic backgrounds in a professional and compassionate manner, including interacting with individuals experiencing substantial levels of emotional, physical, financial, or other hardship
• Computer proficiency including MS Word, Excel, PowerPoint, Outlook, Office 365