05 May, 2023 3:55 PM

Office Coordinator/Data Management Assistant

Job Title: Office Coordinator/Data Management Assistant 

Classification: Full time | Non-Exempt

Salary: $21.00 – $25.00 per hour 

Department: Legal Department | San Bernardino/Deportation Defense Unit (DDU)

Reports to: Managing Attorney and/or Supervising Attorney 

Location: CARECEN San Bernardino; In-Person 


Job Summary: The Central American Resource Center (CARECEN) seeks to hire a full-time, bilingual Office Coordinator/Data Management Assistant (Office Coordinator/DMA) to aid our San Bernardino office. This position serves as the public’s initial contact with CARECEN and as such, is pivotal to the formation of a positive first impression of the organization. The Office Coordinator/DMA is responsible for pre-screening clients, answering telephone inquiries, making referrals for services not provided by CARECEN, coordinating new client intake appointments, maintaining and compiling data, and assisting with the submission of reports to funders. The Office Coordinator/DMA reports to the Managing Attorney and/or Supervising Attorney. 


Office Coordinator Job Duties 

• Greet visitors and provide general information on CARECEN’s services

• Contribute to the safety of the premises by ensuring that only authorized visitors or clients are allowed access to premises by confirming visitor appointments with staff members 

• Pre-screen potential clients by telephone and in person

• Provide and track referrals for other social and legal service agencies as indicated by client need

• Communicate and coordinate with CARECEN’s IT Department and Administrative Team directly regarding office needs

• Maintain inventory of office keys and fobs 

• Assist with office orders for the San Bernardino office and coordinate supply retrieval as needed

• Track and receive office deliveries

• Perform general clerical duties for the San Bernardino Office on an as-needed basis

• Communicate and coordinate directly with third party office stakeholders

• Assist other departments as needed

• Other duties as assigned by the Managing Attorney and/or Supervising Attorney 


Data Management Assistant Job Duties 

• Coordinate new client intake appointments, including collecting initial client documents and contact information

• Assist attorneys with case initiation and case closure 

• Update attorneys’ case-tracking sheets to reflect any changes

• Record all data necessary to comply with reporting requirements

• Compile and submit timely reports to DDU funders

• Update the DDU team calendars on Microsoft Outlook

• Other duties as assigned by the Managing Attorney and/or Supervising Attorney 



Required Skills/Qualifications

• Verbal and written fluency in Spanish and English languages

• Proficiency in Microsoft Word and Excel

• Excellent verbal, interpersonal, customer service skills with proven ability to interact in an appropriate manner with diverse groups of individuals, including clients, corporate, foundation representatives, government officials, and the media on a consistent basis

• Ability to exercise tact, diplomacy, discretion, and appropriate measures of friendliness when greeting/directing clients, receiving sensitive information, and providing information, referrals, or other assistance

• Good working knowledge of local nonprofits and their respective service areas –OR- the ability to quickly learn & understand availability of nonprofit services

• Strong organizational skills 

• Attention to detail and effective time management skills 

• Demonstrated willingness to work under minimal supervision

• Ability to work independently when needed and with creativity in problem solving situations 

• High school degree or equivalency; some college highly desirable

• Sensitivity and desire to work with low-income, immigrant families

• Demonstrated commitment to mission and goals of CARECEN


Work Environment & Physical Demands

This position operates in a professional office environment. The position requires the ability to lift files, open filing cabinets and bend or stand as necessary. Work is performed in a variety of work settings, including CARECEN’s offices. 


Classification & Work Schedule

The position is a full-time hourly position. Office hours are 9:00 am to 5:00 pm, Monday – Friday. The work schedule for this position is a 35-hour workweek equaling 7-hour workdays. The position is part of the bargaining unit represented by the union.


Travel Requirements

This position is based out of CARECEN’s San Bernardino office and may require occasional travel to CARECEN’s Los Angeles office. Mileage reimbursement is available when applicable. 


CARECEN offers a generous benefits package that includes medical, dental, vision, and life insurance. Supplemental insurance and a 403(b) retirement savings plan are also available. Paid time off is also provided.


Application Deadline

Candidates encouraged to apply immediately. 


To Apply

Please email cover letter, resume, and three references to Ruth Calvillo at [email protected] Candidates are urged to be specific regarding level of Spanish fluency in resume or cover letter. 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.

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