Administrative & Intake Assistant | Deportation Defense Unit

• Administrative & Intake Assistant | Deportation Defense Unit

Job Description
:
Administrative & Intake Assistant Classification & FLSA Status:
Full-Time | Non-Exempt

Pay Range
:
Starting at $22 hourly, depending on experience and qualifications

Department
:
Legal Department | Deportation Defense Unit

Job Summary

CARECEN seeks a bilingual professional to join the Deportation Defense Unit (DDU) and provide administrative and intake support to the team. The position supports the day-to-day operations of DDU, including intake coordination, post-intake case initiation, processing DDU mail, and other administrative support. The position also serves as a point of contact for DDU clients and potential clients and plays an important role in ensuring timely and organized access to DDU services.

Job Responsibilities/Essential Functions

• Client Intake & Reception
• Answer phone, in-person, and email inquiries related to DDU services
• Pre-screen potential clients by telephone, email, text, and in-person for DDU legal services.
• Coordinate and schedule intake appointments with appropriate DDU staff
• Assist clients in completing intake forms and collecting required documentation
• Review intake forms and documents for completeness and accuracy
• Support post-intake case initiation and file setup, including creating client electronic profiles and ensuring required intake information and documents are properly entered and organized
• Provide referrals for services not provided by DDU or CARECEN, as appropriate
• Contribute to the safety of premises by ensuring only authorized visitors access the office
• Other tasks assigned by a supervisor

Administrative Support

• Answer phone calls and provide appropriate case-related information to DDU clients with pending cases
• Process immigration applications, notices, and mail based on DDU-specific needs, including incoming and outgoing mail
• Log, scan, distribute, and file immigration notices and other case-related correspondence and maintain organized client files
• Maintain case management systems with updated client and case information
• Provide cashier services, including receiving documents and client fees
• Perform general clerical duties for DDU as needed
• Conduct ongoing data entry and maintain departmental statistics
• Create program flyers and event materials as needed
• Translate documents between Spanish and English
• Other tasks assigned by a supervisor

Required Skills/Qualifications

• College degree or equivalency preferred but not required
• Spoken and written fluency in English and Spanish languages required
• Excellent verbal, interpersonal, and customer service skills
• Strong organizational skills and attention to detail
• Ability to exercise tact, diplomacy, and discretion when communicating with clients and handling sensitive information
• Flexibility and adaptability to work productively in periodically stressful environments
• Ability to manage and process large numbers of clients efficiently
• Knowledge of local nonprofit services or ability to quickly learn available resources
• Basic Windows-based computer skills including Microsoft Office, Excel, and case management software
• Experience using multi-line telephone equipment preferred
• Ability to work independently and creatively solve problems
• Knowledge of Central American immigrant communities preferred
• Sensitivity to working with diverse populations including individuals with trauma histories
• Experience in immigration law preferred
• Demonstrated commitment to immigrants' rights and CARECEN's mission and goals

Work Schedule

Office hours: 9:00 am to 5:00 pm, Monday – Friday. The work schedule for this position is a 35- hour workweek equaling 7-hour workdays. Some evening and weekend work may be required based on organizational needs. 5 days in office and the possibility of 1 WFH day depending on organizational needs.

Work Environment & Physical Demands

Professional office environment with potential for limited remote work. Ability to lift files, open filing cabinets, and bend or stand as necessary.

Travel Requirements

Ability to travel to different CARECEN offices and offsite locations (up to 25% travel time). Mileage reimbursement available.

• Health insurance package including medical, dental, vision, and life insurance
• Flexible Spending Account (FSA)
• Supplemental insurance options
• 403(b) retirement savings plan
• Paid time off including personal, sick, and vacation accruals
• 14 paid holidays annually
• This position is part of the bargaining unit represented by the union