Job Details

Join to apply for the Cabrini | Administrative Assistant role at Catholic Charities of the Archdiocese of Galveston-Houston

Catholic Charities is looking for the right people, people who wish to serve their community as part of a family friendly organization doing good within the Houston-Galveston area. We attract and retain the best talent by investing in our employees. People of all faiths helping people in need.

The Intake Administrative Clerk is responsible for handling tasks essential to the smooth operation of the office of the Cabrini Center by greeting visitors, taking and redirecting calls, keeping track of staff calendar, and making referrals as directed. The Administrative Clerk is responsible for responding to client inquiries, providing referrals, making data entry into case management systems, assisting with client communications and appointment scheduling, providing oral interpretation or written translation of documents, processing incoming and outgoing mail, maintaining adequate office supplies, assisting with the operation of Charla and workshops, and participating in community outreach as appropriate.

What you Deliver

• Reception/Client Communications: Staffing the Cabrini switchboard, including screening and routing all incoming calls, taking and distributing phone messages to Cabrini staff, handling call-in inquiries for service and information, making referrals as needed for immigration-related and other services, assisting caseworkers with outbound client contact, and coordinating phone announcements for after-hours callers. Overseeing receptionist functions, including greeting program clients and visitors, maintaining the program appointment book, maintaining statistics (phone log, new client database), ordering building services as needed, opening and closing the reception area.
• Case Data Management: Collect statistics on clients served and the services provided to clients using online management and reporting database and Law Logix case management system. Tasks include inputting and updating the legal case status, legal case disposition, applications for legal relief filed, requests for voluntary departure, and other information/data from clients, Immigration Court, USCIS, EOIR or State Court. Clerks will be responsible for generating statistical reports, and correcting data entry to ensure accuracy in the database on client information, case processes, and caseload information.
• Case Assistance: Assist Legal Assistants/Paralegals and Attorneys in maintaining case information on case management systems, scheduling, and conducting client intake interviews, preparing client case files, collecting, compiling, and organizing supporting documents for clients cases, translating foreign documents into English as needed, drafting, and preparing case file correspondence. Assist Paralegals and Attorneys in preparing clients for court hearing and USCIS interviews and perform interpretations at USCIS interviews as needed.
• Office Management: Process incoming and outgoing mail. Maintain office supplies inventory and order office supplies. Maintain program resources, documents, and handbooks. Assist in other clerical duties for the Cabrini Center.
• Meetings: Attendance and participation is mandatory in team meetings, Cabrini staff meetings, Administrative Clerk meetings and other agency meetings. Participate in calls and meetings organized by funders, city-wide advocacy groups, and local service providers when appropriate and helpful.
• Charla, Outreach and Workshops: Assist with the set-up, registration, and the orderly operation of Charla and workshops by setting up registration and presentation materials, client hand-outs and administering the operation of the Charla and workshops. Participate in community outreach and legal education activities, including Charla and other community events, prepare community legal education materials on immigration issues.
• Contract and Agency Compliance: Comply with all contract requirements. Provide data and statistical information for grant, contract, and other reporting purposes. Provide accurate and timely monthly data, time logs, and reports for internal use, funder use, and other entity use. Participate in trainings, webinars, meetings, calls, etc. as required by funders.
• Other: Perform other duties as assigned by the Legal Directors and Managing Attorneys such as assisting with in house meetings and trainings, coordinate with community partners, engage in coalition activities, participate in staff and agency retreats, assist with special events.

Qualifications

• High School Diploma or G.E.D.
• Bilingual in Spanish in English.
• 1 year of experience working in an office environment.

Skills and Assets You Bring, and More

• Excellent verbal and written communication skills.
• Strong organizational skills, ability to set priorities, multitask, and work under pressure and competing demands.
• Knowledge and proficiency in basic computer skills: word processing, spreadsheet, data base.
• Demonstrates multi-cultural skills and sensitivity.
• Ability to handle and maintain confidential information.

Catholic Charities is an equal opportunity employer. We actively foster an environment that is free of racism, discrimination, bias, and harassment where all individuals are treated with dignity, safety, and respect. Successful applicant must comply with federal contractor vaccine mandate requirements.

The work you do will help us advocate for the vulnerable among us, a network of support services to people of all ages and from all walks of life and religious backgrounds.