IS Admin Assistant

POSITION TITLE:          IS Admin Assistant

DEPARTMENT:              Immigrant Services

REPORTS TO:                 Managing Attorney

FLSA STATUS:                Non-Exempt

TIME COMMITMENT: Full-time – 40 Hours

SALARY:                           $17.00-19.00 per hour

To apply for this position you need to complete this Application

POSITION DESCRIPTION: Responsible for providing administrative support to Immigrant Services.

AGENCY CULTURE: The business and social environment we operate in has changed. What worked yesterday may not work today and will likely not work tomorrow. To thrive, we must incorporate new ways of thinking and embrace new practices. As part of our individual and agency cultural change process, it is critical that all employees of Catholic Charities aspire to the following:

• A commitment to the agency’s mission, vision, and values.
• A commitment to excellence in everything we do.
• A commitment to excel at performance and quality improvement.
• A commitment to outcomes and measured results.
• A commitment to innovation and to what is possible.

ESSENTIAL RESPONSIBILITIES:

• Greet and receive clients at the front desk, notify legal team staff when clients have arrived.
• Assist Immigrant Services program and services as and when required.
• Assists potential clients with execution of intake/consultation forms; forward same to Managing Attorney for review.
• Schedule appointments for DOJ Accredited Representatives, Case Workers and Managing Attorney.
• Coordinate the maintenance and inventory of office equipment, including phones, copiers, printers, faxes, etc., tracks, orders and stores office supplies and forms.
• Collect service and consultation fees, as needed, and provide the corresponding receipts to the client, as well as maintain IS internal receipts for record keeping.
• Keep management apprised of any issues, problems, and/or potential conflicts so that prompt investigation and resolution can occur.
• Call clients when receiving correspondence from USCIS or EOIR, such as Request for Evidence, Approval, Biometrics, etc.
• Scan and upload notices from USCIS or any other correspondence to e-immigration.
• Assist in filing incoming mail from USCIS.
• Make referrals and connections to internal and external services, including other legal agencies, private attorney offices, and provided other referrals as needed: translation services, USCIS info Pass inquires, Change of Address forms, etc.
• Assist the Managing Attorney with the closure of cases and cleaning of the archive room.
• Enters information into e-immigration program database, as needed.
• Maintain the inventory of office supplies.
• Serve as key custodian.
• Provide other administrative duties as requested by the Managing Attorney.

QUALIFICATIONS, EDUCATION, EXPERIENCE:

• One year certificate from college or technical school; or 2 – 3 years related experience or equivalent combination of education and experience.
• Must possess skills in Microsoft Office Software, including PowerPoint, Excel spreadsheets, donation databases, and graphic presentation software.
• Ability to manage an office efficiently, manage a filing system, track incoming and outgoing correspondence, and operate various types of office equipment, computer, copier, etc.
• Ability to read and interpret documents such as routine correspondence, safety rules, policies and procedure manuals.
• Ability to work either independently or in a team environment while meeting deadlines.
• Fluency (written and spoken) in English.
• Bilingual: Spanish/English.

CERTIFICATES, LICENSES, AND REGISTRATIONS:

• Must pass a background check

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The noise level in the work environment is usually moderate.

Catholic Charities Diocese of San Diego is a diverse, all-inclusive service organization and employer. We do not discriminate against any candidates on the basis of: race, color, creed, national origin, religion, sex, gender and/or gender reassignment status, age, sexual orientation, disability, pregnancy and/or maternity, marriage and/or civil union status, or any other legally protected characteristics.