Program Assistant I, Immigration Legal Services

POSITION SUMMARY:

The Program Assistant for Immigration Legal Services provides administrative and logistical support to the legal team, assisting with the coordination of services for clients seeking immigration assistance. This role is crucial in ensuring the efficient operation of the legal services program and requires a high level of organization, attention to detail, and empathy for clients.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support

• Assist Immigration team with the preparation, filing, and tracking of immigration applications and petitions.

• Maintain client files and ensure all documentation is properly organized and up-to-date.

• Schedule client appointments and manage the legal team's calendar.

• Answer and direct phone calls, emails, and other communications, providing basic information and support to clients.

Client Interactions

• Conduct initial screenings and intake interviews to gather basic information and determine eligibility for services.

• Provide clients with information about the immigration process and available services.

• Assist clients in completing forms and gathering necessary documentation.

• Translate documents and interpret conversations between clients and legal staff, if bilingual.

Data Management

• Enter and maintain accurate client data in the organization's case management system.

• Generate reports on case status, service metrics, and other relevant data as requested.

• Monitor deadlines and follow up on pending cases to ensure timely processing.

Program Coordination

• Assist in organizing and coordinating legal clinics, workshops, and community outreach events.

• Support volunteer attorneys and interns by providing necessary resources and guidance.

• Ensure compliance with grant requirements and assist in preparing grant reports and applications.

SUMMARY OF OTHER JOB DUTIES:

• Stay informed about changes in immigration laws and policies.

• Attend training sessions and professional development opportunities.

• Perform other duties as assigned by the Program Manager or Director of Legal Services.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

• Previous experience in a legal setting, particularly in immigration law, is highly desirable (at least one year of experience).

• Experience in a non-profit or community service environment is a plus.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Bilingual skills in Spanish/English are required.

• Strong organizational and multitasking abilities.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite and familiarity with case management software.

• High level of cultural competency and sensitivity to diverse client backgrounds.

• Ability to handle confidential information with discretion.

• Empathetic and client-centered approach to service delivery.

• Strong attention to detail and problem-solving skills.

PHYSICAL REQUIREMENTS

• Ability to work at a desk for extended periods of time.

• Ability to use a computer workstation.

• Ability to drive/travel within Santa Clara County.

• Ability to lift up to 25 lbs.

OTHER QUALIFICATIONS:

• Criminal background check via livescan fingerprint

• Must have TB test performed and submit results

• Provide proof of COVID-19 vaccination and booster status

• Automobile, valid driver's license and auto insurance per agency policy; or have access to reliable transportation

WORKING CONDITIONS:

• Work will primarily be office-based with occasional travel to off-site locations for events and outreach activities.

• Will be working in both San Jose and Gilroy work location sites.

HOURS AND OTHER CONDITIONS:

• Standard office hours are Monday through Friday, from 8:00 a.m. to 5:00 p.m.

• This is a full-time, non-exempt position. This is an in-person role with a 9:00 a.m. -5:00 p.m. schedule. Some evening or weekend work may be required to accommodate client needs or program events.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency's operations, responsibilities may be modified at any time.

Catholic Charities 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.