Administrative Assistant

Job Posting Organization:
The International Rescue Committee (IRC) is a global humanitarian organization that helps people affected by conflict and disaster to survive, recover, and rebuild their lives. Established in 1933, the IRC operates in over 40 countries and 26 U.S. cities, providing assistance to refugees and displaced individuals. The organization employs thousands of staff worldwide, dedicated to delivering essential services and advocating for the rights of those in need. The IRC's mission is to restore safety, dignity, and hope to millions who are uprooted and struggling to endure. Through its Immigration Legal Services team, the IRC aims to provide comprehensive support to immigrants navigating the complexities of the legal system.

Job Overview:
The Administrative Assistant plays a crucial role in the IRC Immigration Legal Services team by serving as the central point of contact for clients. This position requires the individual to provide administrative support while working directly with clients in a fast-paced environment. The Administrative Assistant is responsible for maintaining professional standards in capturing accurate information, coordinating client appointments, and facilitating effective communication. Additionally, the role involves conducting outreach to the community to inform them about the services available through the IRC immigration program. Reporting to the Legal Services Director, the Administrative Assistant collaborates closely with all members of the immigration team to ensure seamless service delivery and client satisfaction.

Duties and Responsibilities:
The Administrative Assistant's duties include maintaining up-to-date knowledge of IRC Phoenix case acceptance policies, conducting preliminary screenings for walk-in clients to assess eligibility for immigration legal services, and triaging scheduling or waitlist inclusion. The role also involves scheduling appointments for clients with legal assistants, representatives, or attorneys, and following up with clients through reminder communications. The Administrative Assistant is responsible for maintaining a detailed database of client information, answering inquiries via phone, email, and text, and logging all communications in the case management software. Other responsibilities include tracking service inquiries, opening and logging mail, creating and maintaining case files, scanning and uploading documents, and conducting monthly administrative file reviews. The Administrative Assistant must adhere to confidentiality rules and protocols regarding unauthorized practice of law, and may be assigned additional tasks by the Legal Services Director.

Required Qualifications:
Candidates for the Administrative Assistant position should possess strong organizational skills and attention to detail. Bilingual proficiency in English and Spanish is preferred, with fluency in spoken and written English required. Knowledge of immigration legal services is beneficial, along with experience working effectively in a multicultural environment. The ideal candidate will be a self-starter with strong problem-solving abilities, capable of prioritizing duties and excelling in a client-facing role. Proficiency in Microsoft Office applications and web-based tools is essential for success in this position.

Educational Background:
While specific educational requirements are not detailed, a background in administration, social services, or a related field may be advantageous for candidates applying for the Administrative Assistant role. Relevant coursework or training in immigration law or legal services could also enhance a candidate's qualifications.

Experience:
The position requires experience in administrative support roles, particularly in environments that involve client interaction and service delivery. Experience working with individuals who are Limited English Proficient (LEP) is highly desired, as is familiarity with immigration legal services. Candidates should demonstrate effective communication skills and the ability to work in a fast-paced, dynamic setting.

Languages:
Fluency in English is mandatory, while bilingual proficiency in Spanish is preferred. Additional language skills may be considered an asset, particularly in a diverse community setting.

Additional Notes:
The Administrative Assistant position is based in a standard office setting at the IRC’s office in Phoenix, AZ, with potential evening or weekend activities as needed. Candidates must have access to reliable transportation for off-site work at various programs, such as schools and apartment complexes. The compensation for this role ranges from $21.57 to $22.00 per hour, with pay rates determined by factors such as labor market conditions, job type, internal equity, and budget considerations. Offers will be calibrated based on the candidate's experience and skills relative to the defined job requirements.