Job Description: Reception/Administrative Assistant
Classification & FLSA Status: Full time | Non-Exempt
Pay Range: $16.50 - $18.00 hourly, depending on experience
Department: Legal Department | Survivors of Violence Unit
Reports to: Supervising Attorney and Managing Attorney
Location: Telecommute currently offered with transition to CARECEN’s Los Angeles office.
The Central American Resource Center (CARECEN) seeks to hire full-time, bilingual
Receptionist & Administrative Assistant (“Receptionist/Administrative Assistant”). This position is split between Reception and the Survivors of Violence Unit. In the Reception capacity, this position assists the primary Receptionist during high demand hours. The Receptionist/Administrative Assistant will serve as the public’s initial contact with CARECEN and will be responsible for pre-screening walk-in clients, reviewing intake forms for completeness, booking appointments, answering telephone inquiries, and making referrals for services not provided by CARECEN and to CARECEN’s offsite locations. The Receptionist will also perform ongoing data entry. The Legal Director will supervise reception duties. In the Administrative Assistant capacity, the Receptionist/Administrative Assistant will assist the Survivors of Violence Unit with administrative work and will report directly to the Managing Attorney and Supervising Attorney for the Survivors of Violence Unit.
Job Responsibilities/Essential Functions
- Greeting visitors and providing general information on CARECEN’s services; pre-screening potential clients by telephone and in person; assisting clients in completing intake forms; and scheduling appointments when appropriate. Providing referrals for other social and legal service agencies as indicated by client needs.
- Providing cashier services, including receiving documents and client fees in accordance with organizational policy.
- Contributing 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.
- Conducting ongoing data entry; and compiling and maintaining Legal Department statistics on an as-needed basis.
- Performing general clerical duties for the Legal Department on an as-needed basis.
- Other duties as assigned by the Legal Director.
- Assist the Survivors of Violence Unit with mailing out completed immigration applications, opening and sorting immigration notices, informing clients of USCIS appointments and providing immigration notices to clients.
- Assist Attorneys and OLAP Accredited Representatives with closing cases after approval. This includes providing clients with their Employment Authorization and Legal Permanent Residency Cards, reviewing closing letters with clients and prepping closing files to provide to clients.
- Filing and maintaining immigration notices and client files.
- Answering phone calls and providing case updates to clients with pending cases.
- Scheduling clients for appointments at Mexican Consulate for funding purposes and assisting with funding reports.
- Translating documents from Spanish to English as needed.
- Assisting clients to request police reports as needed.
- Under the supervision of Attorneys and OLAP Accredited Representatives, assisting clients to prepare U Visa, VAWA, T Visa and Adjustment of Status applications, draft client declarations, and provide follow up on cases as needed.
- Assisting Attorneys and OLAP Accredited Representatives with immigration consular processing and scheduling of biometrics for clients abroad as needed.
- Other duties as assigned by Managing and Supervising Attorney.
- 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.
- Attention to detail, strong organizational skills and effective time management skills required.
- Good working knowledge of local nonprofits and their respective service areas –OR- the ability to quickly learn & understand availability of nonprofit services, required.
- Sensitivity and desire to work with low-income, immigrant survivors of crime including domestic violence and sexual assault required.
- Flexibility/adaptability and the ability to work productively in a periodically stressful environment required; ability to receive and process large numbers of clients preferred.
- Knowledge of history of Central American immigrant community, preferred.
- Bilingual in English and Spanish languages, required.
- Basic Windows-based computer skills in word processing and court forms software strongly preferred. Experience using multi-line telephone equipment preferred.
- High school degree or equivalency required; some college highly desirable.
- Commitment to the mission and goals of CARECEN.
Office hours are 9:00 am to 5:00 pm, Monday – Friday. The work schedule for this full-time non-exempt position is 35-hour workweek totaling 7-hour workdays. The position is currently a telecommute position, with a future transition to the CARECEN Los Angeles office. The position requires going into the CARECEN LA office to process administrative work. Work may also be performed in a variety of work settings, including CARECEN’s offices, workspace provided by others (including nonprofit agencies), colleges, libraries and other government facilities, among others.
Ability to travel to different CARECEN offices, and other offsite locations. Work may comprise up to 25% of travel time. Mileage reimbursement is available. Ability to drive with a valid CA license and a registered vehicle is preferred.
CARECEN also offers a generous benefits package that has medical, dental, vision, and life insurance. Supplemental insurance and a 403(b) retirement savings plan are also available. Paid time off is also provided.
Applicants encouraged to apply as soon as possible.
Please email cover letter, resume, and three references to: Gloria Espitia Martinez at [email protected]. Candidates are urged to be specific regarding level of Spanish proficiency and preferred area(s) of focus in the cover letter. Only those applicants selected for interviews will be contacted. Applicants must apply directly. 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.