Immigration Intake Assistant

Position Summary:

• The Immigration Intake assistant plays a vital role in the client intake and case management process, serving as the first point of contact for individuals seeking immigration assistance. This position is responsible for collecting client information, guiding them through the initial intake process, preparing questionnaires, and ensuring all required documentation is gathered efficiently. The ideal candidate is detail-oriented, highly organized, and experienced in client communication and immigration procedures.

Essential Duties and Responsibilities:

Client Intake & Communication

• Serve as the primary point of contact for new and returning clients, ensuring a welcoming and professional experience.
• Clearly explain the intake process, required documentation, and the next steps to clients.
• Maintain daily and monthly communication with clients via phone, email, and in-person meetings to provide updates on their case progress.
• Address client questions and concerns regarding their applications, ensuring clarity throughout the process.
• Provide interpretation and translation assistance as needed, helping clients complete forms and documents accurately.
• Answer incoming calls from current clients and delegate to the correct personnel and update communication logs.

Questionnaire & Documentation Management

• Prepare and distribute client intake questionnaires tailored to different immigration cases (e.g., family petitions, asylum, adjustment of status, work permits).
• Guide clients through completing questionnaires, ensuring accuracy and completeness.
• Review client-provided responses and supporting documents for correctness before submission.
• Assist in follow up with clients to request missing or additional documentation.
• Maintain organized and up-to-date digital and physical case files, ensuring compliance with confidentiality and privacy regulations.
• Scheduling clients to return a week after signing on to bring in evidence to ensure constant communication.

Translation and Interpretation

• Assist with translation and interpretation services, especially for clients who are non-native English speakers.
• Translate documents, correspondence, and forms between English and other languages as required.

Case Management & Processing

• Input client data into the case management system and track case status updates.
• Coordinate the submission of necessary evidence, ensuring all applications meet deadlines, with Legal Assistant and Case Manager.
• Communicate with government agencies as needed to check case statuses and resolve issues.
• Monitor deadlines and follow up with attorneys and clients on required action items.
• Assist Legal Assistant and Case Worker with administrative duties such as intake of fingerprint, translations, setting up meetings with government agencies, etc.

Administrative & Office Support

• Schedule client appointments appropriately.
• Distributing and filing incoming mail in their corresponding file.
• Communicating with Billing Department to conduct close out procedure.
• Maintaining all logs (Mail log, Close out log, etc.) accurate and up to date.
• Organize case files and ensure all documents are properly filed and labeled.
• Assist in drafting legal documents and correspondence.
• Participate in outreach events and immigration workshops to assist community members with intake and documentation.

Education & Experience:

• Required: High school diploma or equivalent;
• Preferred: Associate’s or Bachelor’s degree in a related field preferred.
• Preferred: 1-2 years of experience in an immigration office, law firm, or client intake role.
• Required: Strong bilingual communication skills (English/Spanish or other relevant languages).
• Preferred: Knowledge of immigration processes, forms, and procedures (e.g., I-130, I-485, N-400, asylum applications).
• Required: Proficiency in Microsoft Office Suite and case management software.

Knowledge & Skills Requirement:

• Excellent verbal and written communication skills, with the ability to explain complex processes clearly.
• Strong attention to detail and organizational skills.
• Ability to work efficiently in a fast-paced environment while managing multiple cases.
• Confidentiality and professionalism in handling sensitive information.
• Strong problem-solving skills and ability to work collaboratively with attorneys and team members.
• Proactive, adaptable, and capable of multitasking under tight deadlines.

Job Type: Full-time

Benefits:

• Employee assistance program
• Flexible schedule
• Opportunities for advancement
• Professional development assistance
• Referral program
• Travel reimbursement

Work Location: In person