What are the responsibilities and job description for the Legal Receptionist position at Rebecca Black Immigration, PA?
Job Description
Job Description
Legal Receptionist
The Legal Receptionist is a vital role in our organization, dedicated to ensuring efficient and accurate management of client files related to immigration processes. The role involves a variety of duties focused on document handling, information management, receptionist duties, and administrative support. This position requires meticulous attention to detail, strong organizational skills, and the ability to handle sensitive information confidentially. Training is provided.
Receptionist Duties
Greet and assist clients in person and over the phone in a professional and courteous manner.
Answer and direct incoming calls, taking messages and forwarding them to appropriate staff.
Schedule and confirm appointments for attorneys and caseworkers.
Maintain front desk organization and ensure a welcoming environment for clients.
Handle incoming and outgoing mail, including sorting, distributing, and preparing documents for mailing.
Assist clients with basic inquiries regarding case status and document submission procedures.
File Management and Assembly
Assemble and prepare files for mailing.
Conduct thorough scanning of complete client files for electronic storage.
Manage Freedom of Information Act (FOIA) requests for FBI checks, including downloading FOIA information into the client’s electronic file.
Identify and flag potential issues in criminal background checks, forwarding these to the attorney for review.
Document Assembly and Processing
Efficiently scan and store various client documents in electronic files, including identification, personal statements, questionnaires, and various forms of evidence (joint documentation, hardship documents, financial documents, etc.).
Manage biographical documents such as birth certificates, passports, marriage certificates, and receipt notices.
Post-receipt of documents, scan them into the client’s file and notify the caseworker about the availability of this documentation.
Print out complete files, create mailing labels, and adjust cover letters. Facilitate the obtaining of attorney signatures for forms and cover letters.
Administrative Support
Send closing letters upon case completion.
Efficiently organize and move client files to appropriate folders based on case disposition.
Provide support in answering phone calls as needed, ensuring professional and prompt communication.
Required Skills
High School Diploma or Equivalent. Some college preferred.
Must be Bilingual : English / Portuguese.
Strong organizational and time-management skills.
Proficiency in document management and electronic filing systems.
Attention to detail and accuracy in handling sensitive and confidential information.
Excellent communication skills, both written and verbal.
Ability to work effectively both independently and as part of a team.
Basic understanding of immigration processes and documentation is preferred.
