Administrative and Intake Assistant

Job Description: Administrative & Intake Assistant

Classification & FLSA Status: Full-Time | Non-Exempt

Pay Range: Starting at $22 hourly, depending on experience and qualifications

Department: Legal Department | Community Access to Services

Reports to: Managing DOJ Accredited Representative and Legal and Administrative Services Supervisor

Location:

Hybrid: In-person services at CARECEN Los Angeles Office

and partial remote options

Job Summary

CARECEN seeks a bilingual professional to join the centralized administrative support team for the legal department. The position serves as the initial contact with CARECEN for clients and the public, playing a pivotal role in creating a positive first impression of the organization. The position involves client intake screening, appointment coordination, clerical duties, administrative support, and providing information about CARECEN's services across multiple program areas.

Job Responsibilities/Essential Functions

Client Intake & Reception

• Greet visitors, callers, and provide general information on CARECEN's various legal services
• Answer phone, in-person, and email inquiries
• Pre-screen potential clients by telephone, email, text, and in-person for multiple legal service teams
• Schedule appointments for clients with appropriate CARECEN legal teams, including off site locations
• Assist clients in completing intake forms and collecting required documentation
• Review intake forms and documents for completeness and accuracy
• Provide referrals for services not provided by CARECEN or to CARECEN's offsite locations
• Contribute to the safety of premises by ensuring only authorized visitors access the

office

Administrative Support

• Answer phone calls and provide case updates to clients with pending cases
• Process immigration applications, notices, and mail for various legal teams, including incoming and outgoing mail
• Log and file immigration notices and maintain organized client files
• Maintain case management systems with updated client information
• Provide cashier services, including receiving documents and client fees
• Perform general clerical duties for all legal departments as needed
• Conduct ongoing data entry and maintain departmental statistics
• Create program flyers and event materials as needed
• Translate documents between Spanish and English

Program Support

• Assist with outreach activities and community education events
• Support workshops and presentations for various legal programs
• Process closing cases, including providing approval notices, cards, and closing letters to clients
• Maintain phone call logs and program reports
• Perform other duties as assigned by management

Required Skills/Qualifications

• High school diploma or equivalency preferred but not required; a college degree or equivalency preferred but not required
• Spoken and written fluency in English and Spanish languages required
• Excellent verbal, interpersonal, and customer service skills
• Strong organizational skills and attention to detail
• Ability to exercise tact, diplomacy, and discretion when greeting clients and handling sensitive information
• Flexibility and adaptability to work productively in periodically stressful environments
• Ability to manage and process large numbers of clients efficiently
• Knowledge of local nonprofit services or ability to quickly learn available resources
• Basic Windows-based computer skills including Microsoft Office, Excel, and case management software
• Experience using multi-line telephone equipment preferred
• Ability to work independently and creatively solve problems
• Knowledge of Central American immigrant communities preferred
• Sensitivity to working with diverse populations including college students, campus affiliates, and individuals with trauma histories
• Experience in immigration law preferred
• Demonstrated commitment to immigrants' rights and CARECEN's mission and goals

Work Schedule

Office hours: 9:00 am to 5:00 pm, Monday – Friday. The work schedule for this position is a 35- hour workweek equaling 7-hour workdays. Some evening and weekend work may be required based on organizational needs. A minimum of three (3) days in office is required, including two (2) days of front desk support.

Work Environment & Physical Demands

Professional office environment with potential for hybrid remote work. Ability to lift files, open filing cabinets, and bend or stand as necessary.

Travel Requirements

Ability to travel to different CARECEN offices and offsite locations (up to 25% travel time). Mileage reimbursement available.

Benefits

• Health insurance package including medical, dental, vision, and life insurance
• Flexible Spending Account (FSA)
• Supplemental insurance options
• 403(b) retirement savings plan
• Paid time off including personal, sick, and vacation accruals
• 14 paid holidays annually
• This position is part of the bargaining unit represented by the union

Application Deadline:

Applicants are encouraged to apply as soon as possible.

To Apply:

Please email a cover letter, resume, and three references to Sofia A. Gomez at sgomez@carecen-la.org. Candidates are urged to be specific regarding level of Spanish proficiency. Only those applicants selected for interviews will be contacted. Applicants must apply directly. CARECEN will not consider applications through legal recruiting/staffing agencies. No inquiries or phone calls from applicants or legal recruiters please.

CARECEN is an Equal Opportunity Employer.

All qualified applicants shall receive consideration for employment without regard to race, color, religion, national origin, ethnic group identification, ancestry, sex, age, marital status, political affiliation, condition of physical or mental disability, or sexual orientation, in accordance with requirements of Federal and State laws.

Job Type: Full-time

Pay: From $22.00 per hour

Work Location: In person