Migration Assistant

Catholic Charities Community Services; New York (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Catholic Charities Community Services seeks a Migration Assistant to provide administrative support for the Immigration Legal Services team in New York City. You will help with data and document maintenance to meet contractual obligations and support staff in daily operations.

You will register and manage client records in LawLogix, perform data entry across databases, and assist with front-desk duties and event registration.

Qualifications

• High School degree or equivalent.
• Some college coursework is a plus.
• Bilingual in English and Haitian Creole.
• Comfort using technology and inputting data.
• Highly motivated and self-starter.
• Good communication and analytical skills.
• Good interpersonal skills.

Responsibilities

• Provide administrative support to CCCS Immigration Legal Services staff.
• Manage program administrative needs and document maintenance for contractual obligations.
• Review mail and route to appropriate staff; prepare outgoing mail.
• Register and maintain client records in LawLogix and record deadlines.
• Data entry in various databases as required by contracts.
• Sort, file, and organize client correspondence and files.
• Operate office equipment and manage supplies; ensure printers and faxes function.
• Assist Directors on special projects and provide clerical support to HRI attorneys.
• Answer and route telephone calls; schedule appointments and intake days.
• Register at front desk for events and assist with post-event processing.
• Perform other clerical duties as assigned.

Skills

Bilingual English/Haitian Creole

Data entry

Communication skills

Problem solving

Interpersonal skills

Analytical skills

Office software

Education

High School diploma or equivalent

Some college coursework

Tools

LawLogix

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.

• 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.

Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law.