Job Description: Legal Administrative Services Supervisor Classification & FLSA Status: Full-Time | Exempt
Pay Range: Starting at $70,304 annually, depending on experience and qualifications
Department: Legal Department | Community Access to Services
Reports to: Directing Attorney and Managing OLAP Accredited Representative
Location: Hybrid: In-person services at CARECEN Los Angeles Office and partial remote options

Job Summary
CARECEN seeks an experienced supervisor to lead and manage the administrative support team serving multiple legal service areas. This position is responsible for overseeing client intake processes, administrative workflows, and supervising administrative staff to ensure high-quality service delivery across all CARECEN legal programs. The supervisor will coordinate with program attorneys and accredited representatives to maintain efficient operations while upholding CARECEN's commitment to serving immigrant communities with dignity and respect.

Job Responsibilities/Essential Functions

• Staff Supervision & Development
• Directly supervise administrative services staff
• Conduct regular performance evaluations, provide coaching, and identify professional development opportunities
• Provide in-depth training to staff on intake procedures, client service protocols, and administrative systems
• Create and maintain staff schedules to ensure appropriate coverage across programs
• Monitor workload distribution and make adjustments to balance responsibilities
• Address staffing issues promptly and implement solutions to maintain service quality

Operations Supervision

• Oversee client intake and screening processes across all legal service programs
• Develop and implement standardized administrative procedures for multiple legal teams
• Monitor case management systems and ensure accurate data entry and file maintenance
• Establish quality control measures for document preparation and submission
• Coordinate with IT department to optimize technology solutions for administrative tasks
• Design and implement improvements to increase efficiency and service quality

Program Coordination

• Serve as liaison between administrative staff and legal teams to ensure seamless service delivery
• Coordinate with attorneys and accredited representatives regarding caseload and appointment availability
• Collaborate with program managers to establish specific intake criteria for various legal services
• Develop referral protocols for services not provided by CARECEN
• Participate in program planning meetings to align administrative support with legal service goals
• Generate regular reports on intake volumes, service delivery metrics, and administrative performance
• Support outreach initiatives and community education events as needed

Financial Oversight

• Monitor client fee collection and work with Finance team to maintain accurate financial records
• Oversee cash handling procedures and ensure compliance with organizational policies
• Assist with budget planning for administrative support functions
• Identify opportunities for cost savings and resource optimization

Required Skills/Qualifications

• Bachelor's degree required
• Minimum 3-5 years of experience in administrative support role, preferably in legal or nonprofit settings
• Prior experience working in immigration legal services preferred
• Background in customer service management or client relations
• Demonstrated supervisory experience managing teams of 3+ staff members
• Spoken and written fluency in English and Spanish languages required
• Strong understanding of immigration legal services and related administrative processes
• Experience with case management systems and database administration
• Advanced proficiency in Microsoft Office suite and digital workflow solutions
• Excellent interpersonal skills with ability to communicate effectively with diverse stakeholders
• Strong organizational and time management abilities
• Detail-oriented with exceptional problem-solving skills
• Knowledge of Central American immigrant communities and immigration issues
• Experience implementing administrative systems and process improvements
• Demonstrated commitment to immigrants' rights and CARECEN's mission

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.

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. Work performed in various settings including CARECEN offices, other nonprofit spaces, colleges, and government facilities

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

Benefits

• Comprehensive health insurance package including medical, dental, vision, and life insurance
• Flexible Spending Account (FSA)
• 403(b) retirement savings plan with employer match
• Paid time off including personal, sick, and vacation accruals
• 14 paid holidays annually

Application Deadline:
Applicants are encouraged to apply as soon as possible.

To Apply:
Please email a cover letter, resume, and three references to Laura Urias at [email protected]. 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.