Legal Secretary - Bilingual English/Spanish

DIOCESE OF GRAND RAPIDS

POSITION OPPORTUNITY

POSITION TITLE: Legal Secretary – Bilingual English/Spanish

DEPARTMENT: Immigration Legal Services

REPORTS TO: Director of Immigration Legal Services

FLSA STATUS: 40 hours per week – M-Th, 8-5:30pm, F 8-12pm, non-exempt

Immigration Legal Services (ILS), a ministry of the Diocese of Grand Rapids, provides low-cost, legal representation in immigration matters to those in our community whose household income falls below 200% of the poverty line. Through legal representation, the staff of ILS helps its clients reunite with family living abroad; obtain U.S. citizenship; and obtain legal permanent resident status. ILS also assists immigrants who have been the victims of crimes. ILS manages more than 1,000 cases per year.

BROAD STATEMENT OF RESPONSIBILITIES:

The Legal Secretary is the first point of contact between the clients and legal representatives. They assist in the efficient running of the office, including managing the legal representatives’ 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 Setting appropriate expectations with clients as to compliance with office policies and procedures

- Mailing Duties:

o Processing incoming mail and outgoing mail, including file and client copies, data entry

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

- Comply 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: $19.50 - $20.50 per hour

Benefits:

• 401(k)
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Free parking
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have any employment-related legal experience? If yes, please desribe.
• Please describe why this position is appealing to you?

Language:

• Spanish and English fluently (Required)

Work Location: In person