Administrative Assistant at International… · Phoenix

Summary: The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. The Administrative Assistant will serve as the central point of contact for clients with the IRC Immigration Legal Services team and provide administrative support to the team, coordinating client appointments and facilitating communication. Responsibilities: - Maintain up-to-date knowledge of IRC Phoenix case acceptance policies, which include enrollment eligibility criteria across immigration legal services programs - Conduct preliminary screenings for walk-in clients seeking immigration legal services to determine potential program eligibility and triage scheduling or inclusion on a waitlist - Schedule appointments for immigration clients with legal assistants, legal representatives, and/or attorneys; follow up with clients through reminder text messages and/or phone calls - Maintain a detailed, accurate and comprehensive database of walk-in clients and returning clients, including basic biographic information, current contact information, and other data as needed - Answer phone calls, emails and text messages from clients and resolve common client concerns, such as regarding updated contact information, position on waitlists for services, or estimated United States Citizenship and Immigration Services (USCIS) case processing times; follow protocols to appropriately relay questions requiring legal analysis or more detailed case information to team members; and log all client communications in the case management software - Track inquiries for services, gathering data to inform program operations and services as identified by the Legal Services Director or Program Leads. Data may include number of walk-in clients, referral sources, waitlist times, and requested services - Open and log all mail for immigration programs into the case management software - Create and maintain virtual and/or physical case files according to standardized model - Scan and upload clear and complete copies of case-related documents to Box; print and prepare clear and complete copies of materials to be submitted to government agencies as part of legal filings - In coordination with the Legal Services Director and/or Program Leads conduct monthly administrative file review - Understand and strictly abide by rules of confidentiality and protocols regarding unauthorized practice of law - Other tasks and projects as assigned by the Legal Services Director Required Qualifications: - Fluency in spoken and written English - Strong organizational skills and attention to detail - Experience working and communicating effectively in a multi-cultural environment is required - Self-starter with strong problem-solving skills combined with a solid ability to prioritize duties, coordinate time effectively, and excel in a client-facing, fast-paced position - Interest and ability to contribute both independently and as a key team member - Proficient in Microsoft Office (i.e., Word, Excel, and Outlook) and web-based applications (i.e., Google forms, Box, ETO, databases) - Access to reliable transportation to travel and work off-site at programs Preferred Qualifications: - Bilingual English and Spanish preferred - Knowledge of and / or interest to learn about immigration legal services - Experience with individuals who are Limited English Proficient (LEP) highly desired Required Skills: Microsoft Office, Bilingual English, Spanish Important Skills: Immigration legal services knowledge Nice-to-Have Skills: Multi-cultural communication, Client-facing experience Benefits: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, Medical insurance starting at $163 per month, Dental starting at $6.50 per month, Vision starting at $5 per month, FSA for healthcare and commuter costs, A 403b retirement savings plans with immediately vested matching, Disability & life insurance, An Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles