Migration Assistant

Catholic Charities Archdiocese of New York; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Catholic Charities Archdiocese of New York seeks a Migration Assistant in New York City to provide administrative support to Immigration Legal Services staff. The role uses LawLogix for client records, handles front desk tasks at events, and coordinates appointments, mail, and filing.

The position is full-time, non-exempt, with flexible hours to meet court and program deadlines, reporting to the Director of Operations within the Immigrant and Refugee Services department.

Qualifications

• High school diploma or equivalent; some college is a plus.
• Experience using client management databases (LawLogix) to register and update client records.
• Bilingual in English and Haitian Creole.

Responsibilities

• Provides administrative support to CCCS Immigration Legal Services staff.
• Manages front desk registration at special program events.
• Schedules, confirms, and cancels appointments for consultations and clinical events.
• Handles mail, filing, photocopying, and data entry.
• Supports Director of Operations and other leaders on special projects.

Skills

Bilingual English & Haitian Creole

Data entry / technology

Motivated / self-starter

Problem-solving

Communication skills

Interpersonal skills

Education

High School diploma or equivalent

Tools

LawLogix

Job description

Description

Job Description

Job Title: Migration Assistant

Location: New York City

FLSA Status: Full Time, Non-Exempt

Classification: Administrative Support Worker

Department: Immigrant and Refugee Services

Office: Immigration Legal Services

Reports to: Director of Operations

Supervisor Responsibilities: Yes_____ No__ _X____

Summary: Provides administrative assistance to CCCS Immigration Legal Services staff .

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Administrative and Clerical responsibilities:

• Responsible for the administrative needs of the program, including data and document maintenance as it relates to the compliance needs of the project’s contractual obligations.
• Reviewing and sorting incoming mail for all staff; preparing outgoing mail; identifying correspondence that requires immediate attention and bringing it to the attention of appropriate staff members.
• Using the client management database (LawLogix) to register, maintain, and update client records and to record deadlines and all correspondence received for or from clients.
• Data entry in other databases, as required by various contracts.
• Sorting and filing correspondence in client files.
• Faxing and photocopying documents.
• Organizing and distributing office supplies; ensuring that printers have paper and are functional; monitoring incoming faxes and distributing them as appropriate.
• Assisting the Director of Operations, Department Director and Divisional Director on special projects.
• Providing clerical support – including filing, photocopying, and mailing – to HRI attorneys.
• Answering and routing telephone calls.
• Scheduling, confirming, and canceling appointments for consultation days and clinical events.
• Managing front desk registration at special program events.
• Supporting Project Coordinator with post event file processing and attendee follow up.
• Other clerical duties as assigned.

Position Type and Expected Hours of Work:

This is a full-time position that will require flexibility working two shifts: 9:00 AM to 5 PM and 10:00 AM to 6:00 PM Monday - Friday. Participation on intake days may start at 8:00 AM. Additional hours may be required to meet court and/or program deadlines, or client needs.

Working conditions and physical demands required:

• Remain stationary at a workstation and/or use a computer at least 60% of the time.
• Ability to operate standard office equipment such as a computer, copy machine, fax, scanner, telephone, postage machine, and printer.
• Ability to timely respond to phone calls, emails, instant messages, and correspondence.
• Ability to transport, lift, and file documents/supplies in cabinets.
• Ability to transport, lift, and carry a laptop.
• Ability to arrange and move office equipment such as tables, chairs, and electronic gear in preparation for group meetings/events as needed.
• Occasional travel to attend or assist at meetings and special events using public transportation and traversing city streets. Occasionally ascend/descend stairs and be exposed to outside weather conditions.

Qualifications

Education and/or experience required:

• High School degree or equivalent. Some college education is a plus.

Skills, Licenses, and/or competencies required:

• Bilingual in English and Haitian Creole;
• Comfort using technology and inputting data:
• Highly motivated and self-starter;
• Comfort with problem-solving and with raising issues to supervisors with a solutions-based focus;
• Good communication and analytical skills; and
• Good interpersonal skills.