Migration Assistant

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 :

The demands described here are representative of those that must be met by an employee to successfully

perform the essential functions of this job.

•         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 :

•         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.