Legal Administrative Assistant - Esperanza Center

Catholic Charities of Baltimore•Baltimore, MD

3d•Onsite

About The Position

The Esperanza Center, part of Catholic Charities of Baltimore, is seeking an ILS Administrative Assistant to support the efficient operation of its assigned area through various clerical and administrative tasks. The Esperanza Center is a comprehensive immigrant resource center established in 1963, providing essential services, referrals, ESL education, healthcare, and legal assistance to immigrants. The center serves thousands of immigrants annually with the help of dedicated staff and volunteers.

Requirements

High school diploma or GED.
One (1) year of administrative experience.
Bilingual in Spanish, offering effective communication across diverse populations.
Demonstrates accountability by consistently being punctual and maintaining reliable attendance.
Exhibits strong interpersonal skills with a courteous and professional demeanor towards staff, clients, and visitors.
Demonstrates excellent verbal and written communication skills, ensuring clarity and effectiveness in all interactions.
Displays excellent organizational skills and meticulous attention to detail, ensuring accuracy and efficiency.
Possesses a foundational understanding of clerical procedures and systems, including managing Outlook calendars, email, and recordkeeping.
Demonstrates accountability by working independently, requiring minimal direction or supervision.
Effectively relates to and provides compassionate service for individuals with diverse personalities and needs.
Demonstrates patience and composure when working with clients fostering positive relationships.
Acts with discretion, tact, and professionalism in all situations, maintaining confidentiality and integrity.
Proficiency in using computer systems and software to perform job functions, including basic Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook.
Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role.
Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective understanding.
Repetitive motions involving the wrists, hands, and/or fingers, including tasks such as typing, data entry, or handling small objects.
Assessing the accuracy, neatness, and completeness of assigned work to ensure it meets quality standards and adheres to established guidelines.
Hearing and vision abilities, with or without correction, sufficient to drive safely and effectively observe and communicate with others.

Nice To Haves

Experience working with vulnerable populations preferred but not required (for example, immigrants, refugees, survivors of violence, disabled individuals, individuals with mental health needs, children, low-income individuals, etc.)
Experience with a legal or other case management database (for example, LawLogix, INS Zoom, etc.) desired but not required.
Prior work in a legal environment and knowledge of legal terminology preferred.
Knowledge of other Microsoft Office applications, such as Word, Excel PowerPoint, Teams, and OneDrive is preferred.

Responsibilities

Communicate effectively in Spanish and English for clear, professional, accurate, and accessible service to diverse clients, staff, and community members.
Serve as the initial contact for new clients, assessing needs using trauma-informed care, providing information, and scheduling timely intakes.
Manage the client intake process, including scheduling, explaining requirements, completing intakes, creating LawLogix profiles, entering demographic data, and uploading documentation for attorney review.
Maintain intake and consultation waitlists, providing regular supervisor updates, timely client communication, and consistent follow-through.
Manage the daily ILS client appointment list and share accurate, timely updates with Esperanza Center front desk staff.
Respond to phone, voicemail, and email requests, route client calls appropriately, and maintain accurate contact logs.
Maintain and update client files, database records, and requested data to ensure accuracy, currency, completeness, and availability for reporting and service delivery.
Coordinate client referrals across Esperanza programs, ensuring timely processing, accurate information sharing, and coordinated access to services and resources.
Protect confidential client information and handle records in compliance with legal ethics, confidentiality standards, and data security requirements.
Partner with supervisors and team members to improve front desk and intake processes by sharing trauma-informed observations, identifying workflow needs, and supporting improvements.
Provide occasional interpretation and translation support when regular services are unavailable.
Train and support administrative volunteers in front desk operations.
Support outreach events, clinics, and related activities as needed.
Perform other duties as assigned.