New American Program Assistant

About Voces de la Frontera:

Voces de la Frontera is a national leader in the movement for immigrant and worker rights and the largest grassroots Latinx membership organization in Wisconsin. Led by low-wage immigrant workers and students, Voces works to protect and expand civil rights and workers’ rights through leadership development, community organizing, and collective empowerment. Voces de la Frontera has chapters in Milwaukee, Racine, Madison, Green Bay/Fox Cities, Sheboygan, Manitowoc, Waukesha, Walworth County, Kenosha, and West Bend. Voces' student arm is called Youth Empowered in the Struggle.

Job description: As an HR Assistant, you will play a crucial role in supporting the Human Resources department with various administrative tasks and functions. Your primary responsibilities will include aiding in recruitment processes, maintaining employee records, assisting with payroll tasks, and providing support for various HR programs and initiatives.

Hours: 40 hours/week

Salary: $47,380

Reports to: Roselia Navarro, New American Program Supervisor

Job Responsibilities:

Assistance with Students:

• Handle intake calls for citizenship classes and record information accurately in Excel sheets.
• Complete online student intake forms, ensuring all required information is captured.
• Schedule orientations for new students, managing a maximum of 6 people per session.
• Communication support to call/text students for classes cancellations upcoming event information

Assistance with Volunteers:

• Facilitate volunteer recruitment by managing volunteer forms and assessing availability.
• Coordinate volunteer schedules, considering language proficiency and availability.
• Support teachers by providing necessary supplies and assisting with volunteer placement.
• Communicate volunteer follow-ups through emails, calls and text.
• Create citizenship folders for students, containing all required materials for classes.

Organizing- Citizenship Classes Materials:

• Prepare and organize folders with stickers and necessary materials for citizenship classes.
• Ensure sufficient copies of class materials, including 100 questions, reading and writing guides, and N-400 forms.
• Maintain updated class schedules, interview guides, and relevant government information in both English and Spanish.
• Assist in conducting mock interviews and providing additional support to students as needed.

Assisting- Citizenship Events:

• Assist in organizing and facilitating citizenship-related events, including teacher meetings and student forums.
• Communication assistance for upcoming event information to volunteer, teachers and students. 

Filing and Data Entry:

• Maintain organized file folders for student records, volunteer information, and application forms.
• Assist with shredding outdated documents and labeling folders for easy retrieval.
• Perform data entry tasks related to student intake, USCIS applications, and volunteer information.

Other Responsibilities:

• Submit Timesheets: Ensure that timesheets are submitted on time according to the schedule provided by HR. Supervisors, managers, and directors are responsible for reviewing and approving their team's timesheets within the specified timeframe.
• Supervisory Responsibilities: Supervisors, managers, and directors are responsible for conducting annual employee performance reviews for the members of their teams.
• Mandatory Attendance: Attend mandatory meetings and events, including but not limited to all-staff meetings, directors' meetings, May Day, the annual Gala, retreats, and other organizational events as required.

Qualifications:

• High school diploma or equivalent.
• Proficiency in Microsoft Excel and basic office software.
• Excellent organizational skills and attention to detail.
• Strong communication and interpersonal abilities.
• Prior experience in administrative support or working with immigrant communities is preferred.

Benefits:

·       Company phone OR reimbursement to personal phone if willing to utilize it for work

·       401k with 3% match employer match after 6 months of employment

·       Vacation time in the amount of 80 hours (10 days), 16 personal hours (2 days), 64 sick-time hours (8 days), 24 hours bereavement (3 days).

·       All health-insurance life benefits short-term and long-term disability coverage.

Note: This job description is subject to change and may evolve based on the organization's needs.