DC Intake Specialist/ Office Manager

PURPOSE STATEMENT

To provide office management and intake support to Ayuda’s offices and clients.

ORGANIZATIONAL PROFILE

Ayuda is a 501 (c)(3) nonprofit organization dedicated to providing direct legal, social and language access services, education, and outreach to low-income immigrants in the Washington, DC metropolitan area. Since 1973, Ayuda has provided critical services on a wide range of issues, in the process acquiring nationally recognized expertise in several fields including immigration law, language access, domestic violence and human trafficking. Ayuda has office locations in Washington, DC, Silver Spring, MD and Fairfax, VA.

WHY DO YOU WANT THIS JOB?

Because, just like everyone at Ayuda, you believe:

• In seeing communities where all immigrants succeed and thrive in the United States.
• In the overall success of our organization and all our programs.
• That families should be healthy and safe from harm.
• That all people should have access to professional, honest, and ethical services, regardless of ability to pay or status in this country.
• That diversity and equality make this country better.

WHAT WILL THIS JOB ENTAIL?

• Serve as the first point of contact for clients and visitors, providing a welcoming and trauma-informed experience.
• Conduct initial screenings and conflict checks, and enter client information into our databases (primarily LegalServer).
• Schedule clients in accordance with various grant rules and consult requirements.
• Provide and track referrals to outside service providers.?
• Open the office each morning and ensure that the office is ready and welcoming for clients.
• Serve as the primary office manager and guide the staff to keep the office organized and tidy.
• Act as the first line of defense on building and maintenance issues.
• Collaborate with the Director to maintain and improve security practices and protocols.
• Provide on-the-ground support to the Director of Operations for safety and security issues.
• Support office operations, including mail processing and supply management.
• Manage financial processes: generate invoices in Sage Intacct, process payments, issue receipts, create semi-monthly deposits, and support reconciliation between IOLTA and operating accounts.
• Set up and administer client payment plans.
• (With strong performance) supervise interns and volunteers.

HOW DO YOU KNOW IF YOU CAN DO THIS JOB?

Eligibility Requirements:

Must be legally able to work in the United States and maintain proper work authorization throughout employment. Must be able to meet the physical requirements of the position presented in a general office environment.

Satisfactory results from a background check to include criminal history and a search of the employee’s name against a national registry of sex offenders.

Written and spoken fluency in Spanish and English is required.

This position requires an in-office presence Monday through Friday, 9 a.m. to 5 p.m., primarily in our D.C. office with occasional travel to our Virginia and Maryland offices.

Qualifications:

The following qualifications are the qualities, experiences, and skills we seek in a candidate. Candidates who don't feel that they meet every single qualification, but who still believe they’d be the right fit for this role, are encouraged to consider applying! We're eager to meet people that believe in our mission and can contribute to our team in a variety of ways -- not just candidates who check all the boxes.

Education/Experience/Skills:

• High School diploma or GED
• Experience working with vulnerable populations like low-income immigrants. At least 2 years of professional experience is preferred; volunteer and internship experience can be included.

Technological Skills:

• Proficient in Microsoft Office
• Quick learner

Required Knowledge and Skills:

• Excellent customer service skills.
• Excellent written and verbal communications skills.
• Professionalism with both internal and external customers.
• Discretion and ability to maintain confidentiality, preferably with demonstrated understanding of ethics of sharing information.
• Ability to communicate effectively with a variety of people, both internal and external. This includes communicating. compassionately and effectively with survivors of violence and trafficking.
• Ability to work collaboratively in a team environment.
• Successful working in a fast-paced environment.
• Self-starter with excellent ability to manage your own time and work independently.
• Detail-oriented and able to enter data accurately and consistently.
• Ability to complete a variety of responsibilities within assigned deadlines.
• Ability to adapt to changing priorities.
• Strong multi-tasking abilities.

We are proud of the benefits we can offer that include:

• Platinum-level medical insurance plan 100% employer-paid
• Dental and vision insurance 100% employer paid
• Long-term disability insurance 100% employer paid
• Life and AD&D insurance 100% employer paid
• Pre-tax 401(k) with Employer match on first 3% of salary
• Vacation Days: 21 days per year until year 3, 27 per year in years 3-7 and 33 days per year after 7 years of employment. Employees begin with 3 days of vacation leave.
• New employees begin with 5 days of Health & Wellness (sick) leave and accrue an additional 5 hours per pay period plus emergency medical leave up to 12 weeks per year
• 12 weeks paid parental leave
• 24 days paid holidays and staff wellness days, including Winter Break the last week of the year
• Job-related professional development fees (including annual state bar dues and professional memberships)
• Flexible work schedules

Employees with federal student loan debt may be eligible to apply for Public Service Loan Forgiveness through the Department of Education. For more information, go to https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service.

This position is non-exempt for overtime purposes.

Written and spoken fluency in Spanish and English is required.