DescriptionPosition Summary:Catholic Charities of the East Bay (CCEB) works with community members in Alameda and Contra Costa Counties to provide high-quality, affordable immigration legal services. The Immigration Legal Assistant is an integral member of a multidisciplinary team of attorneys, Department of Justice Accredited Representatives, paralegals, law student interns, and support staff. The Legal Assistant supports best practices in legal case management, outreach, fee processing, database management, and volunteer coordination across CCEB’s three Immigration Legal Services offices.
Based in the Oakland office, the position provides direct client and administrative support, including intake, payment processing, document translation, file management, and case reporting. Periodic travel to other office locations may be required for team meetings and case rounds.
Reports to: ProgramManager of Immigration Legal Services
Supervisory Responsibility: May supervise interns and volunteers as assigned by the Program Manager or Managing Attorney of Immigration Legal Services.
Responsibilities:
Essential Responsibilities:
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- 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 Immigration Legal Services staff at all offices, including translations, copying, filing with USCIS and entering mailing information client data management systems.
- Work with Administrative Coordinators and assisting Immigration 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 the Program Manager and Managing Attorney with preparing periodic reports, program metrics, and performance indicators required by funders or agency leadership.
- Provide client support during consultations, workshops, and legal clinics, including intake, file preparation, fee collection, issuance of receipts, and follow-up communication.
- Close case files and maintain closed cases according to office policy, including tracking deadlines.
- Ensure accurate data collection and reporting for all Immigration Legal Services programs in accordance with grants and funding requirements.
- Coordinate legal services outreach at local events and with other service providers.
- Maintain small client caseload comprised primarily of citizenship and deferred action.
- Participate in ongoing training on immigration law updates, cultural competency, and ethical standards as required by Catholic Charities and the Department of Justice Recognition & Accreditation guidelines.
- Order supplies as needed.
- Other duties as assigned.
QualificationsQualifications/Requirements:
- Associate or bachelor’s Degree or University level education equivalent from other countries in legal studies, social sciences, public administration or other related field.
- 2+ years of experience providing administrative support in a professional office environment
- Prior experience working in immigration legal services, community nonprofits, or client-service environments preferred.
- Data entry and reporting with software
- Strong administrative, organizational, interpersonal, verbal communication, and writing and presentation skills are required
- Must have proven and strong leadership skills
- Must have a valid CA Drivers License & personal vehicle. Role may have to attend hearings, interviews, etc..
- 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 written and verbal communication skills in English; bilingual fluency (Spanish, Vietnamese, or other languages common in the Bay Area immigrant community) highly desirable.
- Excellent verbal and written communication skills
- Valid driver’s license and proof of insurance
Core Competencies:
- 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.
- Strong analytical and organizational skills; able to manage multiple projects, deadlines, and data sources with minimal supervision.
- 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.
- Experience serving clients from many different cultures.
