Administrative Assistant

Immigrant Law Center of Minnesota; Minnesota; On-site; USD 27,128 - 38,637; Full time

Benefits offered by this job

Paid Time Off

Medical, dental, and vision insurance

SIMPLE IRA retirement plan

Professional development budget

Job summary

The Immigrant Law Center of Minnesota is seeking an Administrative Assistant to provide vital administrative and organizational support across the organization. Located in Saint Paul, MN, this role includes responsibilities such as data entry, office coordination, and maintaining clear communication with clients and staff.

We offer a competitive compensation package starting at $23.87 per hour, along with benefits including medical insurance, retirement plans, and paid leave. If you are passionate about serving the immigrant and refugee community, we encourage you to apply!

Qualifications

• Previous experience in professional administrative support or customer service preferred.
• Ability to work independently and solve routine problems.
• Passion for serving low-income immigrant and refugee communities.

Responsibilities

• Provide essential administrative and organizational support for daily operations.
• Coordinate interpretation and translation services.
• Assist with electronic and physical filing systems.
• Prepare monthly and annual administrative reports.
• Serve as administrative staff of the day.

Skills

Administrative support

Customer service

Microsoft Office proficiency

Excellent communication skills

Time management

Tools

Microsoft Office

LegalServer

Job description

Title:AdministrativeAssistant

Location:In-officeatourSaintPaul,MNmainoffice

Introduction:

The Administrative Assistant provides essential administrative and organizational support to ensure smooth daily operations across the organization. This role supports a variety of tasks—includingdata entry, and office coordination—while serving as a reliable point of contact for staff, clients, and external partners. The Administrative Assistant maintains accurate records, supports special projects, and helps streamline internal processes by anticipating needs and proactively addressing administrative challenges. Success in this position requires strong attention to detail, excellent communication and customer‑service skills, and the ability to manage multiple priorities in a fast‑paced, mission‑driven environment.

What’s initforyou?

• Theopportunitytomakeanimpactinthecommunityby enhancingopportunitiesforimmigrants and refugees in Minnesota and North Dakota.
• Webelieveinwork-lifeharmony.Thisroleofferstheflexibilitytoblendremoteworkwithin-office collaboration.
• Weprovidepaidleaveincludingthefollowing:
  • Paid Time Off – Employee earns 12.5 hours per month during the first 2 years of employment (4 weeks), 15.625 per month in years 2-5 (5 weeks), and 18.75 per month after5years(6weeks).Employeescancarryupto80hoursofunusedleavefromyearto year.
  • Earned Sick and Safe Time (ESST): In compliance with Minnesota law, ILCM will provide employeeswithpaidsick&safeleaveunderthispolicy.Allemployeeswillreceiveeighty (80) hours sick and safe time, or pro-rated upon the commencement of employment. Unusedsickandsafetimewillnotbecarriedoverfromonecalendaryeartothenext,nor will it be paid out at the end of each year.
  • HolidayLeave: MostmajorfederalholidaysoffincludingthedaysbetweenChristmasEve and New Years Day. In addition, ILCM offers one floating holiday and the opportunity to exchange holidays that don’t fall within an employee's religious or cultural background (i.e., alternative holidays).
  • Paid Family & Medical Leave: In compliance with Minnesota statute. See Handbook and Benefits Guide for more information.
• Medical,dentalandvisioninsurance(withemployercontributions)
• SIMPLEIRAretirementplanwithemployermatch
• FSAandHSAwithemployercontributions(HSAisonlyavailableforemployeesenrolledin our HSA medical plan)
  • PetBenefits&PetDiscountProgramwithemployercontributions
  • Aremoteconnectivitystipendof$50/month
  • Payment fororganizational/membershipdues
  • Training/professionaldevelopmentbudgetof$500/year

WhyILCM?

• You will be championing social justice & creating meaningful impact via essential administrative and organizational support of the organization. You will work in a place that values diversity, equity, and belonging. We encourage new ideas, value multiple perspectives, and foster a supportive environment where each role matters.
• We offer competitive and transparent compensation. We aim to ensure that pay, benefits, and career progression reflect your contributions, impact, and market value.
• Youwillworkwithacommittedorganizationdedicatedtoservingandempoweringclients.ILCM’s values are grounded in respect for and partnership with our immigrant and refugee clients.

PrimaryResponsibilities

• Coordinate interpretation and translation services by scheduling interpreters, managing payments, and maintaining clear communication between clients, interpreters, accredited representatives, and attorneys.
• Provide basic IT and office-equipment support by assisting staff with troubleshooting internet connectivity, printers, postage meters, and similar office systems.
• Maintain the billing email inbox, ensuring payments are tracked, missing payments are flagged, and issues are routed appropriately.
• Assist with electronic and physical filing systems, ensuring records are organized, up-to-date, and stored in compliance with internal procedures.
• Complete monthly reconciliations of client documents, filing fees, payments for emergency client basic needs, and related records to ensure accuracy and maintain strong internal controls.
• Perform accurate and timely data entry across various systems.
• Assist with governance activities, including compiling Board of Directors packets, scheduling meetings, and taking or assisting with meeting minutes if needed.
• Provide support during the annual audit, producing donation records, compliance reports, and other requested documentation.
• Prepare monthly and annual administrative reports, including postage usage, RPO tracking, and credit‑card summaries.
• Provide executive‑level administrative support, including scheduling internal and external meetings, preparing meeting materials and minutes, organizing filing systems and workflows, supporting special projects, and assisting with report preparation and recordkeeping.
• Serve as administrative‑staff‑of‑the‑day on assigned days, including greeting and directing visitors, receiving and receiptting payments (cash, moneyorders, checks), processing incoming and outgoing mail, managing general correspondence, and supporting onsite staff with administrative needs.

SecondaryResponsibilities

• Provide backup support for front‑desk reception, phones, mail, and client services.
• Participate in team meetings and monthly all‑staff meetings.
• Assist with unscheduled walk‑in clients, as needed.
• Perform other duties and special projects as assigned.

Qualifications|Knowledge,Skills&Abilities:

• Previous experience in professional administrative support or customer service (highly preferred).
• Proficiency with Microsoft Office applications, including Word, PowerPoint, Excel, Outlook, Teams, and SharePoint.
• Experience with LegalServer and/or other time‑keeping or case‑management systems preferred.
• Ability to quickly learn and navigate database programs used to manage client and contact information.
• Excellent interpersonal and communication skills, with the ability to build positive relationships with clients, partnering agencies, board members, volunteers, independent contractors, and staff.
• Strong customer‑service orientation with excellent listening skills.
• Ability to work independently, solve routine problems, and exercise sound judgment.
• Effective time‑management skills to meet deadlines consistently.
• Proactive, reliable work style with a sense of ownership and urgency.
• Ability to work collaboratively as a supportive and proactive team member.
• Passion for serving the low‑income immigrant and refugee community and experience working with persons of diverse economic, cultural, and ethnic backgrounds.

ILCMisproudtoofferacompetitivecompensationpackagewhichincludesa starting salaryof$23.87/hr. at year 1, higher dependingonexperience. Additionally, ILCM offers a comprehensive benefitspackage as described above.

ApplicationSubmission:

Please send a letter of interest or cover letter and resume to:[e-mail]. Open until filled. Qualified candidates will be contacted on a rolling basis for an initial screening call and will be offered more information on the rest of the process then.

Ifyourequireareasonableaccommodationforcompletingthisapplication,interviewing,or otherwise participating in our employee selection process, please contact Diego Rivera at [e-mail]. Please direct all other inquiries to [e-mail].

Not sure you meet all the qualifications? Let us decide! Research shows that members of under‑represented groups tend to not apply to jobs when they think they may not meet every qualification, when, in fact, they often do! We are committed to creating a diverse and inclusive environment and strongly encourage you to apply.

ILCM is an equal opportunity employer and is committed to providing a work environment that is free from harassment and discrimination. ILCM provides equal opportunity to all applicants for employment in accordance with all federal, state, and local laws and will not refuse to hire any qualified individual, or otherwise discriminate against any individual by reason of an employee’s race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, familial status, status with regard to public assistance, or any other characteristic protected by law. ILCM is committed to providing all reasonable accommodations required by law to qualified individuals with disabilities who are applicants for employment and/or who are employed at ILCM.