Administrative Assistant, Napa

The Immigration Institute of the Bay Area; Napa (CA); On-site; USD 49,000 - 58,000; Full time

Benefits offered by this job

403(b) retirement plan

Health, dental, life, vision

Paid time off & holidays

Job summary

The Immigration Institute of the Bay Area in Napa is seeking an Administrative Assistant to provide essential support for our North Bay immigration legal program. You will help ensure smooth office operations, assist attorneys and staff, and support client communications in a busy nonprofit environment.

This full-time, non-exempt role requires bilingual English/Spanish, strong organization, and proficiency with Windows and MS Excel.

Qualifications

• Minimum 1 year of administrative experience.
• Fluent in English and Spanish.
• Proficient with Windows/PC and MS Excel.
• Experience interacting with clients in a professional manner.

Responsibilities

• Office tasks: copying, filing, mailing, scanning, fee collection.
• Answer calls, reception, client communications in person/phone/mail.
• Participate in group processing workshops.
• Data entry, mail, appointment scheduling.
• Manage office operations, IT, vendors, supplies and website content.
• Coordinate translations between staff and translators.

Skills

Fluent English

Fluent Spanish

Attention to detail

Microsoft Excel

Windows/PC proficiency

Client communication

Compassion for immigrant community

Learning immigration software

Education

Minimum 1 year administrative experience

Tools

Immigration law software

Job description

Full time; Non-Exempt
Reports to: North Bay Regional Director

Location: Napa

The Immigration Institute of the Bay Area was founded in 1918, and its mission is to welcome, educate and serve immigrants, refugees and their families as they join and contribute to the community. IIBA provides immigration legal services, English and civic education, and other services throughout the Bay Area, as well as through its collaborative efforts with local and regional service providers. IIBA offers a team-oriented, collegial and collaborative work environment. We pride ourselves on providing excellent service to our clients, and we know our organization runs on the hard work and dedication of our passionate employees.

At IIBA, we have a clear vision: to be the place where a diverse mix of talented people want to come, to stay, and to do their best work. IIBA’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in the work that we do. We are committed to equity and believe deeply in the value of diversity of race, sexual orientation, gender identity, religion, ethnicity, national origin and all the other wonderful characteristics that make us human.

Job Summary:

The primary purpose of the Administrative Assistant is to provide administrative support for IIBA’s North Bay immigration legal program. The Administrative Assistant will ensure the smooth running of the office and help improve procedures and day-to-day operations.

Job Responsibilities:

• Responsible for office copying, filing, mailing, scanning, fee collection, as assigned.
• Answer incoming calls, in-person reception; assist with ongoing client communications in person, on phone, and by mail.
• Participate in group processing workshops.
• Responsible for mail, data entry, and appointment scheduling.
• Manage office operations, including IT, computers and communications equipment, vendors and IT consultants, supplies and equipment, postage and mailing procedures, agency website content.
• Complete Spanish/English document translations, and coordination between staff and volunteer translators regarding larger translation requests.
• Provide administrative support with fee receipts and deposits, petty cash, timesheets, personnel and HR documentation, in close coordination with IIBA’s central office.
• Assist with legal documents, immigration forms completion and document preparation, under the supervision of attorneys and accredited representatives.
• Assist with the maintenance of case files and active case spreadsheets.
• Maintain library of legal references and training materials.
• Assist in the onboarding process for new hires.
• Participate in staff development and training.
• Other duties as assigned.

Knowledge, Skills and Abilities Required:

• Fluent in written and spoken English and Spanish.
• Well organized, extremely accurate, attentive to detail, and reliable.
• Proficiency in a Windows/PC environment, Microsoft Excel, and able to quickly become proficient in the use of IIBA’s immigration law software and database.
• Experience interacting with clients in a professional and helpful manner.
• Commitment to serve and compassion for the issues faced by the low-income immigrant community.
• Knowledge of immigration laws and procedures preferred.

Qualifications:

• Work Experience: Minimum 1-year previous administrative experience.

Salary/Benefits:

In the spirit of pay transparency, the salary range for this position is $49,000- $58,000. If you are hired at IIBA, your final salary compensation will be determined based on factors such as skills, education, and/or experience, and geographic location. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. We also offer a generous benefits package – additional information below.

IIBA offers a generous cafeteria-style benefits package, elements of which include, but are not limited to:

• Employer matching 403(B) retirement plan: up to 5% employer contribution
• Insurance: Health, dental, life, vision, chiropractic & acupuncture. Medical and dependent care pre-tax reimbursement accounts.
• Vacation: two (2) weeks of accrued vacation per year with an increase each year.
• Sick Leave including paid family sick time
• Holidays: 16 paid Holidays per year

Additional holidays are added to the holiday calendar year*

Please note:

New employees are required to work in the office 4 days a week for the first three months of their employment with IIBA. This period is crucial for onboarding, training, and integration into IIBA’s culture. After the initial three-month period, new employees may be eligible to transition to a hybrid work schedule, subject to approval by their supervisor, the needs of the office, and in accordance with IIBA policies.

For more information on IIBA, see our website: www.iibayarea.org. Position open until filled.

IIBA is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons receiving services in our programs are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.