Position Overview
The Immigration Legal Services Program (ILSP) Legal Assistant is responsible for providing support and assistance to the Immigration Legal Service program in alignment with Sacred Heart Center’s mission, values, and vision.
The legal assistant is responsible for supporting the administrative duties and legal case-work tasks for the ILSP of the Sacred Heart Center, which provides immigration legal services to qualifying individuals and families. Primary duties will include monitoring and timely responding to requests for assistance arriving by phone and online intake form, conducting appropriate initial and follow-up screenings with potential clients, scheduling clients for appointments, making referrals to appropriate legal resources, entering client data into a database, drafting legal documents using official forms and internal templates, working closely with Accredited Representatives to monitor cases for families and to provide general administrative support, and ensuring the security of client records by following security protocols for both physical and digital records.
Previous legal experience is not required; however, candidates must demonstrate aptitude for performing legal tasks, including but not limited to the responsibilities in this job description. After demonstrating aptitude and excellence in the Legal Assistant role, the chosen candidate will have the opportunity to seek promotion to a Paralegal and / or DOJ Accredited Representative role.
Key Areas of Responsibility
- Conduct initial screening interviews in Spanish and English with potential clients, in-person and over the phone.
- Conduct screening questionnaires, thoroughly document the screening results, and work with Accredited Representatives to determine next steps.
- Conduct follow-up calls to clients to schedule appointments, make referrals, mail correspondence, and gather information for Accredited Representatives and ILSP partners.
- Provide administrative support to staff and partners involved in the Immigration Legal Services Program, including case management and follow up, file/database maintenance, Spanish-English interpretation and translation, drafting letters and documents, and other administrative duties.
- Work with ILSP staff and partners to develop, review, and manage screening and monitoring tools for the program.
- Become a Notary Public and perform acknowledgement, jurat and other duties as a Notary, as needed by ILSP legal practitioners and their clients.
- Develop flyers and other marketing materials for the program
- Work with ILSP staff to revise materials and program strategies as needed.
- Support additional administrative needs of the Program on an as-needed basis.
- Work as part of a team with other SHC staff to accomplish overall organizational goals
- Perform all work duties on behalf of both ILSP staff as well as ILSP and legal volunteers.
- Occasionally accompany ILSP clients to local appointments such as USPS fingerprinting for FBI background checks.
- Other duties as assigned.
Keys to Success:
- 100% follow-through.
- Customer service orientation, and ability to connect with youth and families.
- Attention to detail.
- Positive attitude, solution-focused, and flexibility.
- Ability to collaborate with others.
Experience, Attributes, and Requirements:
Ideal candidates for this position will share our commitment to our mission and to our values of compassion, inclusion, equity, and collaboration, and have related experience, including:
- Associate’s Degree and a minimum of two years’ experience in a human service organization. Bachelor’s degree preferred.
- The qualifications necessary to become a VA notary public.
- Ability to connect with others and forge strong relationships.
- Bilingual in Spanish and English required, bicultural.
- Highly organized, analytical, and IT-competent. Proficient in Google Suite (especially Drive, Docs, Sheets, and Calendar) or Microsoft Office (Word, Excel, Outlook).
- Ability to use a legal case management system or similar case management/client database system.
- Ability to perform several tasks concurrently and meet deadlines, with strong time management and organizational skills.
- Ability to track and organize tasks using an online task management system.
- Able to summarize information and communications accurately and identify potential legal issues.
- Ability to organize and maintain detailed records, including adequate logs of communications and case notes documenting interactions with clients and potential clients.
- Ability to complete the necessary paperwork, including filling out government PDF forms and online forms, and internal forms and document templates.
- Exemplary record of strong communication skills and customer service focus, excellent follow-up, and an ability to work with diverse groups in a courteous and professional manner.
- Ability to work in a fast-paced environment, and to work a flexible schedule, including occasional weekends, is preferred.
- Legal experience and/or legal training is preferred, however it is not required.
- Personal qualities of integrity, credibility, and a commitment to and passion for SHC’s
mission. Mature judgment and the ability to maintain confidential information.
- Ability to collaborate with others.
Physical Demands:
- The ability to stand, walk, and sit for extended periods of time, as the role may involve
attending events, meetings, or conferences. Additionally, the Legal Assistant is responsible for walking to the mail room and processing the physical mail.
- The capacity to move around the office, event venues, and other locations as required,
including the ability to climb stairs, navigate uneven terrain, and carry out physical tasks
associated with event setup and teardown.
- Proficient use of hands and fingers to handle paperwork, operate office equipment and
perform tasks such as filing, typing, and data entry accurately and efficiently.
- The ability to lift and carry event materials, supplies, and promotional items, which may
vary in weight but could range from light to moderately heavy objects, 50 pounds.
Benefits
Benefits include a competitive salary, paid holidays, generous vacation and sick accruals, a 403(b) plan with company match, long-term disability leave, and an excellent medical/vision/dental group insurance plan.
Interested candidates should send a cover letter and resume by email to:
Sacred Heart Center
