What are the responsibilities and job description for the Administrative Assistant - Citizenship position at Hispanic Unity of Florida?
Contact: Please email resume and necessary forms to:ssingh@hispanicunity.org
Hispanic Unity of Florida
Job Description
Job Title: Administrative Assistant
Reports To: Civic Engagement Director
Classification : Full Time – Non Exempt
Schedule: Full time, 40 hours per week. Monday-Friday, 9 am to 6:00 pm
Salary Range: $15 - $20
Dated Released: March 2024
Summary:
Provides general administrative support to the HUF Immigration Services Office. This
position requires the management of the reception area, answering phones, preparation
of routine correspondence, general filing, and pick up/delivery of correspondence.
Responsible for maintaining student’s statistics and follow up with each client’s case until
completion.
General Duties
- Meets and greets customers in a professional manner.
- Answer all phone calls and respond to voice messages.
- Assist with initial client interview to obtain relevant case information.
- Locate, obtain, and preserve client documentation and its confidentiality.
- Review and organize client documentation.
- Analyze and summarize all clients’ information and ensure its accuracy prior to
- Draft correspondence to clients and assist them with the preparation of the US
- Track the status of filings and inform the client of any follow-up that may be
- Assist customers with an outside interpreter, if necessary.
- Maintain client files and input client information in the program’s database.
- Prepare and submit the Students Quarterly Report to USCIS
- Maintains Staff’s calendar.
- Pick up correspondence from the main office and deliver correspondence to the
- Manage the office budget and ensure that funds are disbursed in a timely
- Initiates Purchase Orders (PO) in accordance with HUF’s financial guidelines and
- Procure all office supplies and equipment.
- Collects administration fees, cash, and credit cards, from customers and issues
all fees collected.
- Maintains students’ statistics i.e., attendance report, scores, etc.
- Set up the classroom, including the connection of all computer equipment, smart
- Participates and assists the Program Manager with the organization of
- Notarize documents as required by USCIS.
- Participate and complete USCIS Naturalization training and other program
- Support with my.uscis.gov open accounts.
- Perform other related administrative duties, as needed.
Qualifications:
The ideal candidate will have a bachelor’s degree and/or a minimum of one year of office
administration experience. Strong written and oral communication skills in Spanish and
English are required. Proficiency in Microsoft Excel, Power Point and Word is a must.
Other required skills:
- Excellent attention to detail and strong organizational and communication (oral
- Ability to work efficiently in a fast-paced environment with an emphasis on ability
- Strong skills in working on multiple projects.
- Able to communicate with customers from different backgrounds.
I have read this job description and understand my responsibilities.
Employee Signature___________________________ Date: ______________
Manager Signature____________________________ Date: ______________
Title: ________________________________________
“This job description is not an employment agreement or contract. Management has
the exclusive right to alter this job description at any time without notice”.
Hispanic Unity of Florida is an Equal Opportunity Employer. In compliance with the
Americans with Disabilities Act, the employer will provide reasonable accommodations
to qualified accommodation with disabilities and encourages both prospective and
current employees to discuss potential accommodations with the employer.
Created: April 2018
Updated March 2024 by Magaly Alvarado
Salary : $15 - $20
