Position Summary: Catholic Charities of the East Bay (CCEB) is strongly committed to the well-being and self-sufficiency of immigrant families. The Immigration Legal Services Department provides low income families with free and low cost quality legal immigration and citizenship services. We have offices in Richmond, Concord and Oakland.
The Immigration Legal Assistant works as an integral part of a team of immigration attorneys, Department of Justice (DOJ) accredited representatives, paralegals, law student interns and support staff. The Legal Assistant assists in implementing best practices for legal case management, outreach, fee collection, database management, volunteer recruitment and retention, throughout the three main Legal Services office locations.
This position is responsible for answering phone calls and voicemails, responding to client requests in person and online, working with the Administrative Coordinator in the Concord office in accepting payments from clients, developing case opening and closing procedures with the Legal Services staff. This person will also assist with document translations and other administrative tasks, including ordering supplies and deposits.
This position will be housed in our Concord office. Periodic travel to each of the three offices may be required for case rounds and staff meetings.
Reports to: Immigration Legal Services Program Supervisor
Supervisory Responsibility: Direct supervision of office volunteers.
Responsibilities: All responsibilities will be in line with the Council on Accreditation (COA) standards including:
- Commitment to Mission and Organizational Sustainability: Model commitment to CCEB mission and planning for sustainable organizational future of service.
- Collaboration: Work with other agency members to create and continually represent a unified leadership perspective.
- Culture: With the other members of the Legal Services Team, ongoing work toward maintaining a results-oriented, learning organization culture to increase overall impact.
Culture of Philanthropy:
· A culture of philanthropy is each person in the organization serving as an ambassador, promoting the organization’s mission and promoting giving to the agency. This position promotes a culture of philanthropy by acting as a community liaison, recruiting and retaining volunteers, and sharing client stories with Development Department.
- Answer phone calls, voicemails, walk in questions and online requests, schedule appointments at their respective office location
- Enter data on client notes, census/demographic data, and receipt notices
- Open all mail and provide administrative support to Legal Services staff at all offices, including translations, copying, filing with USCIS and entering mailing information in INS-Zoom
- Work with Administrative Coordinators and assisting Legal Services staff with client services by accepting payments of client fees, filing weekly deposits, record all billing transactions, and notifying clients of amount due
- Prepare and file monthly and annual reports on office performance
- Assist legal staff with client services by checking clients in on consult and workshop days, conducting the opening appointment for all legal cases, prepare file, accept client in INS-Zoom, review and sign contracts, collect fees and issue receipts
- Close case files and maintain closed cases according to office policy, including tracking deadlines
- Coordinate legal services outreach at local events and with other service providers
- Recruit, supervise and retain office volunteers
- Maintain small client caseload comprised primarily of citizenship and deferred action
- Other duties as assigned
- Assist Legal Services Program Manager in working towards overall sustainability of CCEB
- Assist Legal Services Program Manager with the development of a program logic model and related indicators of success
- Legal Services will have processes for indicator measurement, quality and review
- Legal Services will have accurate data collection for grant reporting and proposals
The business and social environment we operate in today 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 CCEB 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 accreditation as well as performance and quality improvement
- A commitment to outcomes and measured results
- A commitment to innovation and to what is possible
- Associate’s or Bachelor’s Degree or University level education equivalent from other countries
- 2+ years of experience providing administrative support in a professional office environment
- Data entry and reporting with software
- Experience supervising and training 2 or more employees in basic administrative tasks in social service administration or equivalent
- Strong administrative, organizational, interpersonal, verbal communication, and writing and presentation skills are required
- Must have proven and strong leadership skills
- Professional technology skills including Microsoft Word, Excel, and PowerPoint, Adobe Acrobat, and database software. Ability to scan, edit and create .pdf files and experience with shared folders
- Excellent verbal and written communication skills
- Valid driver’s license and proof of insurance
- Demonstrates a fundamental respect for the dignity of others. Works collegially and is a proven team builder. Inclined to coach and teach in order to improve knowledge and ability of others, but holds people accountable for results
- Understands and values quality improvement. Able to effectively address overlapping projects and deadlines. Adaptable and reliable in face of conflict, crisis, or changing priorities
- A demonstrated commitment to diversity and inclusion; valuing a diversity of perspectives and encouraging contributions by all team members
- Ability to thrive in a flexible, fast-paced, accredited, and growth oriented environment while maintaining a positive solution oriented approach
- High analytical abilities to process large amounts of data from multiple sources. Ability to prioritize across multiple types of work and coordinate the work of others
- High level of independent judgment required
- Ability to network and interact internally and externally
- Must be fluent in spoken and written Spanish
- Experience serving clients from many different cultures
- Community Liaison Yes
- Impact on Organizational Goals Yes
- Budget Responsibilities Fee collection; Supplies ordering
- Supervisory Responsibilities Volunteers and students
- Training/Developing Staff No
- Management of Program Assist Program Manager in implementing best practices
- Check Signer No
- Negotiator No
- Contract Signer No
- Business Development No
- Other N/A
% of the day
Necessary Forms of Communication: Phone and E-mail. Reading, Writing, Hearing, and Speaking English.
Minimum Education Required