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Administrative Assistant

2 months ago

Houston, Texas, United States Galveston-Houston Immigrant Representation Project Full time
Job Summary

We are seeking a highly motivated and detail-oriented Receptionist to join our team at the Galveston-Houston Immigrant Representation Project. As a Receptionist, you will play a vital role in providing exceptional customer service to our clients and supporting the daily operations of our organization.

Key Responsibilities
  • Client Services: Greet clients at the front desk, answer client questions, and direct them to the appropriate staff member.
  • Administrative Support: Manage the front desk phone line, answer incoming calls, maintain voicemails, and respond to messages.
  • Communication: Timely notify staff of visitors' arrival via computer or telephone.
  • Mail and Supply Management: Pick up and drop off mail at the post office, sort incoming mail, and input it into the case management system. Maintain and organize case files, keeping them properly organized and accessible.
  • Client Scheduling: Assist attorneys and legal assistants in contacting and notifying clients of upcoming court hearings and with other routine correspondence.
  • Client Intake: Conduct initial screening to schedule potential clients for an intake.
  • Database Management: Enter case data into the internal database and manage client electronic files.
  • Supply Management: Maintain inventory of department supplies and order mailing and shipping supplies.
  • Preparation: Prepare outgoing mail, including photocopying, addressing, sealing, and posting materials.
  • Support Services: Provide administrative assistance in setting up and conducting legal clinics and other daily operations.
  • Team Collaboration: Participate in regular peer and supervisor meetings and trainings.
  • Language Support: Provide interpretation and translation support in client matters.
Requirements
  • Education: High school diploma (required); Bachelor's Degree preferred; paralegal training or experience in a law office helpful.
  • Language Skills: Excellent oral and written communication skills in English and Spanish.
  • Technical Skills: Knowledge of Microsoft Office, including proficiency in Excel.
  • Time Management: Ability to work in a fast-paced environment and manage time and resources.
  • Reliability: Must be reliable and have a professional demeanor.
  • Confidentiality: Must be able to maintain confidential client information.
  • Teamwork: Must be a team player, self-motivated, responsive, and have a keen attention to detail.
  • Cultural Competence: Commitment to serving immigrants and sensitivity to the needs of low-income, culturally diverse clients.
  • Transportation: Texas Driver License; clean driving record; own vehicle; applicable auto insurance.