Administrative Assistant/Client Experience Coordinator

Position Description

IRCSGV is seeking to hire a client experience coordinator (CEC) to provide administrative and clerical support. The CEC will work with the legal team to ensure a positive client experience by following up on phone calls, scheduling appointments, and assisting with case management.

SPECIFIC DUTIES:

1. Program Services
   1. General Administrative Duties
      1. Answer phone calls, respond to voicemails and emails.
      2. Assist clients with obtaining non-legal services by referring them to appropriate community partners.
      3. Provide reception to clients, potential clients, and other visitors to the office.
      4. Schedule (in person/virtual) appointments for the legal department.
      5. Help maintain scheduling systems, including the telephonic and online scheduling systems.
      6. Facilitate client communication regarding case updates, requests for new services, and referrals to other programs/legal counsel.
      7. Open, distribute and process incoming mail and prepare outgoing mailings and take them to the post office.
      8. Prepare invoices and receive payment for services rendered.
      9. Facilitate basic in-person and telephone intake of new and returning clients for the purposes of scheduling and relaying messages to the legal team.
      10. Coordinating volunteers, including volunteer interpreters and translators, when needed.
   2. Support Case Management Administrative Duties
      1. Collaborating with the Legal Representatives to organize completed applications for filing and digital storage.
      2. Track the progress of pending cases before USCIS and provide updates to clients upon request.
      3. Tracking outcomes of cases as we receive decisions in the mail
   3. Promote and implement program policies and procedures and established case management systems.
   4. Ensure that all assigned tasks are provided in accordance with IRCSGV Policies and Procedures.
   5. Along with other legal services staff, assist with the development and organization of program and case management documents and systems.
   6. In collaboration with other legal services staff, train and supervise legal volunteers and interns.
2. Other Responsibilities, as needed:
   1. Effectively represent IRCSGV at community functions and at other events as requested or needed.
   2. Represent IRCSGV at meetings with organizations that represent the interests of immigrants.
   3. Assist with community clinics and workshops, as needed.
   4. Assist with marketing and fund development efforts, as needed.
   5. Assist with staffing the reception area in coordination with other Legal Services staff to ensure coverage during business hours.
   6. Other duties as assigned by the Director of Legal Services.

Vacation, all federal holidays, medical insurance, life insurance

Spanish - Fluent