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Job Description
An Administrative Specialist supports the Education & Leadership Foundation's mission by performing various duties including, but not limited to: reception desk coverage, physical and digital file and/or data management, information and referral (I&R) services within our immigration department.
This position was created to consolidate duties from the reception & file clerk positions and to streamline
duties, responsibility, and processes across ELF and within the immigration department.
- Currently most filing practices are reliant on a single person, word of mouth practices,
- The immigration department needs to improve stability, sustainability, and documentation around their policies,
procedures, and practices involving clients and staff.
This role will support:
- Physical and Digital Data Management - maintain department compliance regarding client files, case notes,
case status updates, templates, etc.
- Information & Referral Services - work to provide comprehensive support to client needs within the immigration department and support overall ELF programs and initiatives.
- Department, Program & Staff Support - provide behind-the-scenes support related to staff and client support to help meet program outcomes & deliverables. The duties will change day-to-day but support the question - are our clients and employees within our department getting the help they need? and if not, how can I help?
Responsibilities & Requirements
TO APPLY: Interested applicants must submit a letter of interest, a resume, and a completed application to the Human Resources Department via email at hradmin@elfus.org Please keep in mind that failing to submit all the required documents will automatically disqualify the application.
EDUCATION, EXPERIENCE, LICENSE/CERTIFICATION, & SKILLS:
Knowledge, Skills, and Experience:
Bilingual & Bi-literate in English and Spanish - Ability to communicate effectively with clients and staff in both languages, both verbally and in writing, to support the diverse population served by the immigration department.
Work Authorization - Ability to work in the US, work authorization as a W-2 employee (see I9 requirements)
Driver Insurability - Valid driver's license and comfortability driving company vehicle as needed
Emotional & Cultural Competency - demonstrated in an ability to work with people of differing abilities, backgrounds, and language needs.
Professional Work Experience - 2-3 years of progress work experience build soft skills related client or customer service, social service, demonstrating innovation and initiative in previous work environments
Interest or Experience in Immigration Law and/or Advocacy - Related professional or educational experience and/or a desire for a career in immigration law, social work, community services, etc.
Additional Duties:
Confidentiality/Privacy compliance - Treats all client, member, and employee information as sensitive and confidential. Responsible for maintaining compliance with all HIPAA regulations and requirements where applicable.
Compliance - Ensure compliance with all local, state, and federal regulations.
Quality Improvement - Participate in quality improvement activities and contribute towards the overall performance improvement of the department and organization.
Safety - All employees will participate in the ELF safety program.
Travel – The position may require you to work weekends/evenings and travel as needed.
Work Schedule – the position may participate in evening in and/or weekend activities as the department and organization require.
ENVIRONMENTAL CONDITIONS AND PHYSICAL REQUIREMENTS:
Environmental Conditions:
Work generally takes place within an office environment. Air quality is good, with typically adequate lighting at desks/workstations. Occasionally, they will be expected to perform work duties in outdoor spaces during events or services related to outreach, walk-ins, high-demand service days, etc. Noise conditions are moderate and limited to self and others on telephone calls and general interactions with coworkers and the public. When performing administrative tasks, they will work in a shared, open office space with a designated workspace with a shared work computer for in-office administrative tasks.
Physical Requirements:
Must be able to lift up to 25 pounds and push up to 50 pounds (on wheels).
Must be able to hear staff on the phone and those who are served in person and speak clearly to communicate
information to patients and staff.
Must be able to read memos, computer screens, personnel forms, and clinical and administrative documents.
Must have high manual dexterity.
Must be able to reach above the shoulder level to work, must be able to bend, squat and sit, stand, stoop, crouch, reach, kneel, twist/turn