Job Summary
Schedule appointments and maintain attorney calendars; monitor and return phone calls and voice mail; process incoming and outgoing mail; process client fee payments; maintain client files and program databases; provide general clerical support to program staff.
Agency Expectations of Employee
- Supports Mission, Vision and values of agency.
- Is sensitive to cultural diversity of colleagues and clients served.
- Demonstrates ongoing professional growth and knowledge through training and experience.
- Forges mutually respectful partnerships with colleagues and persons served and their families to assist them in gaining skills and confidence to address the problems and issues they face.
- Believes in the capacity of people to grow and change.
Role and Responsibilities
- Develop and maintain foundational knowledge of immigration law and procedure.
- Timely process all phone calls coming into the program, communicating effectively and confidently with individuals for whom English is not a first language; identify appropriate language interpreter as necessary.
- Use judgment to prioritize all incoming requests for service.
- Conduct conflicts checks.
- Maintain schedules for two attorneys, volunteers/interns, and interpreters, while coordinating limited office space.
- Case note every communication with clients.
- Collect and distribute incoming mail.
- Maintain tickler system for all open cases.
- Prepare appropriate correspondence for attorney signature using judgment and knowledge of case file.
- Process all outgoing mail.
- Prepare and reconcile all invoices for client payments.
- Prepare check requests.
- File management (process new and closed files, maintain database of all file locations, retrieve all files as needed).
- Prepare statistics for various monthly and quarterly reports.
- Determine when congressional inquiry is appropriate; prepare and file congressional inquiry.
- Determine ILC responsibility to change an individual’s address with USCIS; contact USCIS to make the appropriate changes for the individual and any pending matter.
- Contact USCIS to reschedule appointments for clients for biometrics services.
- Take and print passport photos of clients.
- Attend Emergency Response Committee and Volunteer Committee meetings.
- Maintain ILC volunteer information and hours; maintain communication with law schools regarding STVCC opportunities.
- Ensure appropriate level of supplies.
Qualifications and Education Requirements
Education: Associate degree or equivalent experience.
Experience: Office experience Excellent preferred.
Registration, licenses, certifications or special training: Valid Driver License; computer skills and written and verbal skills required
Physical Demands: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Emotionally able to work with information that may be traumatic in nature, as well as, work with individuals or families in crisis or experiencing trauma.
- Ability to stand and/or walk up to 8 hours per shift.
- Work involves talking, stooping, squatting, twisting, climbing, kneeling, hearing, using hands to handle, feel or operate objects, tools, or controls and reach with hands and arms.
- Vision abilities required by this job include close vision, distance vision and the ability to adjust focus.
- May be required to push, pull, lift, and/or carry up to 25 pounds.
- Ability to sit and use computer workstation, including keyboard and visual display terminal for extended periods of time.
- Noise in the work environment is usually moderately quiet but can be very loud at times.
- Work in an environment with various degrees of discomfort.
- Driving as needed throughout the day.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Additional Notes
This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change duties at any time.
