Admin Specialist, Immigration Services

TO APPLY: Interested applicants must submit a letter of interest, a resume, and a completed application to the Human Resources Department via email at hradmin@elfus.org Please keep in mind that failing to submit all the required documents will automatically disqualify the application.

Knowledge, Skills, and Experience

● Bilingual & Bi-literate in English and Spanish - Ability to communicate effectively with clients and staff in both languages, both verbally and in writing, to support the diverse population served by the immigration department.

● Work Authorization - Ability to work in the US, work authorization as a W-2 employee (see I9 requirements)

● Driver Insurability - Valid driver's license and comfortability driving company vehicle as needed

● Emotional & Cultural Competency - demonstrated in an ability to work with people of differing abilities, backgrounds, and language needs.

● Professional Work Experience - 2-3 years of progress work experience build soft skills related client or customer service, social service, demonstrating innovation and initiative in previous work environments

● Interest or Experience in Immigration Law and/or Advocacy - Related professional or educational experience and/or a desire for a career in immigration law, social work, community services, etc.

Performance Area: File & Data Management

● Receipts and taking payments from clients

● Assist staff with basic duties/print and make copies

● Make shipping labels, log incoming and outgoing mail, drop off mail mail at post office for various immigration department needs

● Sorting waitlist system & following up with clients about wait times and service updates

● Provide intake forms for clients at events, appointments, etc.

● Maintain physical files according to file retention policies & reporting purposes

● Maintain and systematically organize physical files containing grant-related materials for grants, contracts, etc.

● Update the ELF case management system with current information, including data entry and case notes.

● Maintain meticulous records and promptly generate activity reports detailing events and program outcomes.

Performance Area: Reception/Front Desk Coverage

● Supports ELF by answering phone calls in a polite and friendly manner.

● Directs callers to appropriate personnel or takes messages.

● Welcomes visitors and clients warmly and friendly and answers any questions they may have regarding ELF services.

● Coordinate appointments with clients in collaboration with the team.

● Maintain the reception area and all common areas (including restrooms and water fountain) in a clean and tidy manner.

● Sort and distribute incoming mail and department packages.

● Support other reception/front desk duties as needed to support immigration department outcomes, deliverables, and strategic goals.

Performance Area: Information and Referral (I&R) Support

● Answer phone calls courteously and direct callers to the appropriate personnel or take detailed messages.

Provide accurate, professional, and timely information to all incoming inquiries.

● Welcome visitors and clients warmly, assist with inquiries about ELF services and ensure a pleasant visit by addressing any immediate needs.

● Read and respond to email requests.

Performance Area: Program Administrative Support

● Assist with livescan fingerprinting services to support clients, employees, etc. as needed (coming spring 2024)

● Check immigration restrooms daily to ensure cleanliness and functionality

● Check water stations & replace tanks as needed

● Ensure equipment is in working order and submit IT or maintenance requests as needed

● Wipe down high-touch surfaces such as chairs, doors, knobs, etc to support

● Ensure reception area and waiting areas are clean, welcoming, and in compliance according to department leadership

● Assist with other duties as assigned to support overall immigration department needs

Professional Development Opportunities & Pathways:

● Able to participate in COIL training and other immigration service or legal training as approved or requested by department leadership.

● Opportunity to participate in organization’s steering committees, cross training, etc. as directed and approved by department leadership.

● Expected to participate in all staff training and development opportunities including topics such as self-growth, leadership, team building, mandated training for compliance, etc.

● If participating in the DOJ pre-accreditation and process, Admin Specialists within the immigration department have the opportunity to apply for open roles related to DOJ accreditation and subsequent promotions and wage increases.

Work Environment, Conditions & Requirements:

● Work generally takes place within an office environment. Air quality is good, with typically adequate lighting at desks/workstations. Occasionally, they will be expected to perform work duties in outdoor spaces during events or services related to outreach, walk-ins, high-demand service days, etc.

● Noise conditions are moderate and limited to self and others on telephone calls and general interactions with coworkers and the public.

● When performing administrative tasks, they will work in a shared, open office space with a designated workspace with a shared work computer for in-office administrative tasks.

● When performing physical tasks, they may be exposed to outdoor temperatures & elements, outdoor noises in an urban environment.

● Company Culture: a collaborative, multilingual staff supporting different organizational functional needs.

● Team Dynamics: works independently in day-to-day tasks, and works collaboratively alongside other staff, volunteers, contractors, or interns as needed

● Travel - some travel may be required to pick up equipment, attend training, etc.

Physical Requirements:

● Must be able to lift up to 25 pounds and push up to 50 pounds (on wheels).

● Must be able to hear staff on the phone and those who are served in person and speak clearly to communicate information to patients and staff.

● Must be able to read memos, computer screens, personnel forms, and clinical and administrative documents.

● Must have high manual dexterity.

● Must be able to reach above the shoulder level to work, must be able to bend, squat and sit, stand, stoop, crouch, reach, kneel, twist/turn

Schedule Requirements:

● Typical hours will be between 8-5PM, with the ability to work an evening a week and up to two weekend days a month.

● Will provide schedule coverage in coordinating with other administrative staff for reception coverage, answering client questions, and various I&R needs during business hours as directed by department leadership.