Job description

POSITION TITLE: Legal Secretary

DEPARTMENT: Immigration Legal Services

REPORTS TO: Director of Immigration Legal Services

POSITIONS SUPERVISED: None

FLSA STATUS: 40 hours per week, Non-Exempt

BROAD STATEMENT OF RESPONSIBILITIES:

The Legal Secretary is the first point of contact between the clients and attorneys. They assist in the efficient running of the office, including managing the attorneys’ calendars, answering non-legal inquiries, providing general information about the program’s services and keeping a supply inventory. They have primary responsibility for tracking incoming and outgoing mail and preparing submission packages for mailing. The position also has primary responsibility for limited office management tasks.

SPECIFIC DUTIES:

- Reception Duties:

o Answering and returning telephone calls from potential and existing clients

o Scheduling appointments or providing referral information when appropriate

o Greeting clients and issuing preliminary paperwork, such as client intakes and contact information

o Managing client pick-up of original documents

o Set appropriate expectations with clients as to compliance with office policies and procedures.

- Mailing Duties:

o Processing incoming mail, including data entry

o Processing outgoing mail, including file and client copies, data entry, and delivery of mail to main Diocesan building

o Maintaining up-to-date knowledge of postal services offered by U.S.P.S.

o Using mail meter to affix proper postage amounts to outgoing mail.

- Office Management Duties:

o Develop and maintain a high level of familiarity with case management software and other computer programs, including Microsoft Office Suite.

o Performing case closure procedures, including drafting closing letters, running reports and file organization

o Maintaining inventory of office supplies and coordinating any needed service on office machines

o Maintaining a clean, organized workspace and lobby area

o Maintaining up-to-date program brochures and client referral resources

o Processing payments and assisting with preparing/delivering cash-on-hand for deposit.

o Assisting Director in designing and implementing systems for maximum office efficiency as well as enforcing compliance in the same.

- Working closely with legal assistant when needed to efficiently meet goals

- Comport with ethical obligations as required by the Michigan Rules of Professional Conduct for Attorneys, including client confidentiality.

- Other duties as assigned

SUPERVISORY RESPONSIBILITIES: none

QUALIFICATIONS:

· Bilingual (English/Spanish) REQUIRED. Additional languages a plus.

· Exceptional customer service skills.

· Strong organizational and time management skills and the ability to prioritize and work efficiently with minimal supervision.

· Previous work with family-based/humanitarian-based immigration matters preferred.

· Proficiency in the use of Microsoft Office Suite and other computer applications.

· Ability to learn and master new technology and software quickly

· Strong attention to detail required.

· Bachelor’s degree preferred.

· Must be committed to the mission and goals of the Catholic Church.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• As a Catholic organization, we'd like to ask if you are committed to the mission and goals of the Catholic church?

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Required)
• family/humanitarian-based immigration matters: 1 year (Preferred)
• legal office: 1 year (Preferred)

Language:

• Spanish (Required)

Work Location: One location

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