Immigration Administrative Assistant

About the Role:

The Immigration Administrative Assistant at Sanabria & Associates PLLC plays a critical role in supporting the legal team by managing and organizing immigration case files and client documentation with precision and confidentiality. This position ensures the smooth operation of daily office activities related to immigration services, including scheduling appointments, and maintaining communication with clients and government agencies. The role demands a thorough understanding of immigration processes and the ability to handle sensitive information with discretion. The successful candidate will contribute to the overall efficiency of the firm by providing timely administrative support that facilitates case progression and client satisfaction. Ultimately, this position is essential in helping the firm deliver high-quality immigration legal services while maintaining compliance with regulatory requirements.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s degree or higher preferred.
• Minimum of 1 years of administrative experience, preferably in a legal or immigration-related environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with case management software.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills in English

Preferred Qualifications:

• Experience working in an immigration law firm or legal setting.
• Familiarity with U.S. immigration forms and procedures.
• Bilingual in Spanish and English
• Knowledge of legal terminology and document formatting standards.

Responsibilities:

• 
  Client File Management:
  Organize and maintain client files, ensuring all immigration documents are accurate, complete, and up to date. Regularly check for missing or incomplete information.
• Client & Attorney Coordination:
  Act as a liaison between clients, attorneys, and remote paralegals to facilitate case progress. Ensure timely and effective communication for all parties involved.
• Client Meetings & Signature Collection:
  Schedule and meet with remote paralegal clients to collect signatures and assist in gathering required documents for their cases. Ensure that all necessary documents are collected, scanned, and uploaded to our legal software system.
• EOIR Checks & Case Monitoring:
  Perform EOIR (Executive Office for Immigration Review) checks to track upcoming hearings for immigration cases. Record and update this information in a spreadsheet to ensure that hearings are monitored, and deadlines are met.
• Front Desk Support:
  Assist the front desk team with walk-in clients, ensuring that documents are collected, organized, and accurately entered into the legal software. Communicate case status and document updates to the appropriate paralegal.
• Scheduling & Coordination: Manage the calendar to ensure that paralegals are accurately scheduling client appointments in a way that allows the Administrative Assistant to be fully prepared to assist the client. Confirm that all necessary information and documentation are available ahead of the appointment to support an efficient and productive meeting.
• Confidentiality & Compliance:
  Maintain the confidentiality and security of all client information and legal documents in accordance with company policies and applicable laws.
• Client Inquiries: During client appointments, if legal questions arise, clearly inform the client that you are not authorized to provide legal advice. Promptly offer to schedule a follow-up call or meeting with their assigned paralegal for further assistance and case-specific guidance.
• General Administrative Support:
  Assist attorneys and paralegals with document administrative tasks as needed.

Skills:

The required skills such as organizational ability and proficiency with office software are essential for managing case files and preparing accurate documentation daily. Strong communication skills enable the assistant to effectively interact with clients, attorneys, and government agencies, ensuring clear and professional correspondence. Attention to detail is critical when reviewing forms and legal documents to prevent errors that could delay case processing. Preferred skills like bilingualism enhance the ability to serve a diverse client base and improve client relations. Familiarity with immigration law and procedures allows the assistant to anticipate needs, support attorneys more effectively, and contribute to the overall success of the legal team.