What are the responsibilities and job description for the Administrative Assistant position at Lighthouse Immigrant Advocates?
ONLY APPLICATIONS SENT VIA EMAIL TO CAREERS@LIA-MICHIGAN.ORG WILL GET A RESPONSE. Further instructions are on our website.
The administrative assistant’s job is to ensure the efficient operation of the office. Projects may vary and will support all teams in the organization.
Responsibilities
- Manage attorneys’ and DOJ-accredited representatives’ calendars;
- Answer phones and respond to voicemail and emails within 24 hours of receipt (unless during a weekend);
- Answer non-legal inquiries;
- Provide general information about program services;
- Enter data into Google Drive, eImmigration, Quickbooks, and other information management systems;
- Maintain office supply inventory;
- Greet clients in a welcoming and inclusive manner;
- Maintain a neat and tidy client waiting area, administrative area, and common areas;
- Collect payments over the phone and in person and manage payment logs together with a third-party accountant;
- Complete weekly deposit;
- Sort and log financial and government mail;
- Upload bills to QuickBooks;
- File mail from the government;
- Manage utilities and vendors;
- Maintain the highest level of client confidentiality;
- Organize office files;
- Maintain a valid CPR/First Aid certification (offered through LIA).
Qualifications
The Administrative Assistant must be bilingual (English/Spanish) and have excellent customer service skills. An associate’s degree and previous experience in an immigration law office are preferred but not required. Must possess strong organizational and information-management skills; have the ability to prioritize and work with minimal supervision; have excellent time-management skills; be proficient in the use of Google Suite, Microsoft Office Suite, and other browser-based systems. Experience using software to assist with case management is a plus. Must possess an extraordinary commitment to diversity, equity, and inclusion. The Administrative Assistant will have extensive experience working effectively with persons from various cultures social and ethnic backgrounds. They will have a highly developed cultural awareness and demonstrated ability to work in a collaborative setting, effectively communicate around sensitive issues, and be an active listener.