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Client Intake Coordinator and Office Administrator

2 months ago

SaintBrieuc, Bretagne, United States Ayuda Full time
ORGANIZATIONAL PROFILE

Ayuda is a nonprofit organization committed to delivering essential legal, social, and language access services, education, and outreach to economically disadvantaged immigrants in the Washington, DC metropolitan area. Since its inception in 1973, Ayuda has offered vital support across various issues, gaining national recognition for its expertise in immigration law, language access, domestic violence, and human trafficking.

WHY JOIN OUR TEAM?

At Ayuda, we share a common belief:
  • In fostering communities where all immigrants can thrive in the United States.
  • In the overall success of our organization and its programs.
  • That families deserve to be healthy and safe.
  • That everyone should have access to professional, honest, and ethical services, regardless of their financial situation or status.
  • That diversity and equality enhance our society.
KEY RESPONSIBILITIES

Reception & Intakes
  • Act as the primary receptionist, managing incoming calls, welcoming clients, and assisting potential clients.
  • Conduct initial assessments and conflict checks for prospective clients.
  • Input client information into the Legal Server database.
  • Provide and monitor referrals to external service providers.
Payments & IOLTA
  • Prepare invoices using Quickbooks, collect payments, and issue receipts.
  • Generate semi-monthly deposits.
  • Reconcile transactions between the IOLTA (escrow) account and the Operating account based on completed fee-based services.
  • Establish payment plans for clients as requested by attorneys.
Office Management
  • Open the office daily and oversee office management tasks.
  • Serve as the initial contact for building and technical maintenance issues.
  • Coordinate with building representatives and IT support to resolve office-related problems.
Other Duties
  • Translate documents and forms from Spanish to English.
  • Prepare application packets for distribution.
  • Maintain current case files, create new files, and close out completed files.
  • Assist with special projects, including outreach and research initiatives.
Requirements

WHAT QUALIFICATIONS ARE REQUIRED?

Eligibility: Must possess legal authorization to work in the United States and maintain appropriate work status throughout employment. Must be capable of meeting the physical demands of the role in a typical office environment. A satisfactory background check, including criminal history and a search against a national sex offender registry, is required.

Preferred Qualifications:

The following attributes and experiences are preferred for candidates. We encourage individuals who resonate with our mission to apply, even if they do not meet every qualification.

Education/Experience/Skills:

High School diploma or GED

2+ years of relevant experience

Technological Skills:

Proficient in Microsoft Office

Required Knowledge and Skills:

Fluency in both Spanish and English, written and spoken

Exceptional customer service abilities

Strong written and verbal communication skills

Professionalism with both internal and external stakeholders

Ability to maintain confidentiality and demonstrate discretion

Capability to communicate effectively with diverse individuals

Ability to work collaboratively within a team

Self-motivated with the ability to manage tasks independently

Adaptability to a fast-paced work environment

Detail-oriented with excellent time management skills

Capacity to meet deadlines and adjust to shifting priorities

Strong multitasking skills

SALARY AND BENEFITS:

The anticipated salary for this position ranges from $53,040 to $60,000, based on experience.

We are proud to offer a comprehensive benefits package that includes:
  • 100% employer-paid platinum-level medical insurance
  • 100% employer-paid dental and vision insurance
  • 100% employer-paid long-term disability insurance
  • 100% employer-paid life and AD&D insurance
  • Pre-tax 401(k) with employer matching on the first 3% of salary
  • Generous vacation policy, starting with 21 days per year
  • Health & Wellness leave and emergency medical leave options
  • Paid parental and family leave
  • Paid holidays and wellness days
  • Support for job-related professional development
  • Flexible work schedules
Individuals with federal student loan debt may qualify for Public Service Loan Forgiveness through the Department of Education.

APPLICATION PROCESS:

Interested candidates should submit a resume and cover letter. Writing samples may be requested.

Applications will be reviewed on a rolling basis until the position is filled.

This position is classified as non-exempt for overtime purposes.

EQUAL OPPORTUNITY EMPLOYMENT STATEMENT:

Ayuda is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

We believe that a diversity of experiences, opinions, and backgrounds is integral to achieving our mission and vision. We celebrate diversity and seek to leverage the passion, energy, and ideas of a culturally diverse team.