Client Services & Office Coordinator

The Alliance of Idaho is seeking an organized and capable Client Services & Office Coordinator to help keep our busy immigration legal services office running smoothly.

This person will often be the first person our clients encounter when they call or walk through our doors. You will answer phones, welcome clients, schedule consultations, accept payments, manage documents, and make sure people get connected with the right member of our team.

You will also help keep the office itself organized and functioning—from maintaining files and scanning documents to ordering supplies and making sure the copier keeps doing what copiers are supposed to do.

This is a fast-paced job in a fast-paced office. The phone rings. Someone walks in. A paralegal needs a document scanned. A client needs to make a payment. An attorney needs copies for a hearing. An appointment needs to be rescheduled. The printer is out of paper. Often, several of those things happen at once.

We are looking for someone who can keep track of the details, figure out what needs to happen first, and genuinely enjoys being the person who helps a busy team function well.

The Alliance of Idaho is a nonprofit immigration legal services organization serving families in Blaine County and communities throughout rural Idaho. We represent clients in immigration court proceedings; prepare and file immigration applications; assist people navigating asylum and other forms of humanitarian relief; represent young people seeking Special Immigrant Juvenile Status; and provide legal guidance and support to members of our community.

Our office handles a high volume of legal work. Our phones ring throughout the day, clients walk through our doors needing help, appointments change, documents arrive, deadlines matter, and unexpected needs come up constantly.

In immigration law, details matter enormously. Paperwork can save lives. A document scanned into the right file, an appointment scheduled before a deadline, a message that reaches an attorney quickly, a payment recorded correctly, a form copied and ready when it is needed—these may seem like small things, but they are part of providing excellent legal representation to people whose safety, families, livelihoods, and futures may depend on our work.

• Answer incoming phone calls and help callers get connected with the appropriate person or service.
• Welcome clients and community members who come into the office.
• Schedule and confirm client appointments and legal consultations.
• Collect and process client payments and provide receipts.
• Help clients understand basic office procedures and what they need to bring to appointments.
• Communicate clearly and compassionately with people who may be navigating stressful or urgent situations.
• Recognize when something may be urgent and make sure it reaches the appropriate staff member quickly.

• Scan, copy, and organize client documents.
• Help maintain accurate physical and electronic filing systems.
• Keep the filing room and shared office spaces organized.
• Order and maintain office supplies.
• Manage routine copying and printing needs and coordinate copier maintenance and service.
• Help make sure forms, supplies, and materials are available when staff need them.
• Assist with mail and other routine office administration.
• Notice what needs doing and take responsibility for getting it done.

• Provide administrative support to paralegals, attorneys, and other members of the team as needed.
• Help prepare, copy, scan, organize, and assemble documents.
• Assist with administrative projects during particularly busy periods.
• Anticipate what might make someone else’s work easier or more efficient.
• Pitch in when a teammate needs help.
  
  Work collaboratively with the entire Alliance team as needs and priorities change.

Temperament matters enormously in this position. We are looking for someone who likes being useful and takes satisfaction in making a busy office work well.

The right person for this job:

• Is fluent in both Spanish and English.
• Is exceptionally organized and attentive to detail.
• Can manage…