Administrative Assistant - Ris

REFUGEE AND IMMIGRANT SERVICES

ADMINISTRATIVE ASSISTANT

POSITION DESCRIPTION

Responsible for providing administrative support to the staff and clients of Refugee and Immigrant Services (RIS) which includes Community Interpreter Services, Immigration Court Legal Orientation, Immigration Legal, Refugee Resettlement and Unaccompanied Children programs. General tasks include greeting visitors and clients; answering and directing a high volume of phone calls; scheduling appointments; and processing and posting mail. Specific tasks to support the Immigration Legal Services team will include data entry, copying and preparing applications for submission to USCIS, and responding to clients represented by the legal team.

REPORTS TO

The Administrative Assistant reports to the Managing Attorney of Refugee and Immigrant Services or designee.

ESSENTIAL FUNCTIONS

• Ensure that the activities of this position and relevant programs are consistent with the mission, vision, and values of the Catholic Charitable Bureau Archdiocese of Boston and Refugee and Immigration Services.
• Maintain professional boundaries and always ensure the confidentiality and privacy of all client information.
• Respond and answer phone calls, with courtesy and positive tone. Identify the type of assistance sought, answer basic questions about the availability of RIS services, and transfer to the appropriate RIS staff as needed. Monitor voicemails and return calls as needed.
• Maintain cleanliness and organization in the RIS waiting room. Organize pamphlets, flyers, throw away expired items and create welcoming physical environment.
• Proactively plan reception desk coverage during meal breaks and planned time off. Use monthly calendar to schedule RIS team members for coverage; use impartial scheduling method.
• Prepare and post regular, certified and overnight express mail. Take certified or time sensitive mail to the post office on daily or as needed basis as directed by supervisor.
• Identify administrative supply needs and reorder as necessary using agency-approved vendor(s).
• Track and process invoices for all RIS programs and with supervisor or vice president’s approval, make electronic payments using designated agency credit card or submitting check request for vendor payment. Submit required documentation to the Finance department.
• Comply with Finance department requirements for accounting of receipts and payments.
• Schedule interviews with job applicants and complete the follow-up correspondence as requested by program managers.
• Assist with special projects and initiate improvements to administrative procedures.
• Immigration Legal Services

• Retrieve and open mail for all ILS staff on daily basis. Put mail in client paper file and scan to electronic case file. Inform ILS staff via email when documents or correspondence from clients is received.
• Receive calls for immigration assistance and schedule consultation appointments on a weekly basis, using the shared legal calendar for ILS team.
• Call clients scheduled for consultation two days in advance of appointment to confirm.
• Research client information if requested.
• Assist immigration staff with other tasks as requested.

• Work is performed in the office. Sitting and standing for extended periods. The use of phones, keyboards, other office equipment and written documentation is required. The use of personal protective equipment is required as directed.
• Attendanceatinternalandexternalmeetingsandtrainingsasrequired.
• Other responsibilities as assigned.

QUALIFICATIONS

• An Associate degree, technical school certificate or high school diploma; degrees from native country will be considered.
• A minimum of 2 years of administrative experience working in a busy office environment.
• Fluency in English and Spanish required.
• Pleasant phone manner with good communication and administrative skills.
• Cultural responsiveness, commitment to racial justice, and ability to relate well and effectively in a multicultural and multilingual workplace with diverse client population is required.
• Proven experience and competency using Microsoft Office Suite and Outlook, e-learning and webinars, and experience with database systems.
• Ability to establish and maintain a positive and professional relationship with co-workers, clients, and community service providers.
• Strong typing, writing, self-editing and communication skills.
• Excellent administrative, data collection, typing and computer skills with keen attention to detail.