Join our dynamic team at Catholic Charities as an Immigration Office Coordinator, overseeing the front desk at our Immigration Department. We are seeking a dedicated individual with exceptional customer service skills, a passion for serving the community with empathy and compassion, and the ability to thrive in a fast-paced environment. Make a difference with us today!
The Immigration Office Coordinator (Bilingual) is responsible for overseeing program support staff and for providing administrative support of record keeping and data entry, customer service tasks, service procedures, ordering supplies, and maintaining office equipment for the Immigration department to ensure it operates in an organized, efficient, and professional manner. The Immigration Office Coordinator (Bilingual) will provide specific administrative support to the Assistant Director, Immigration Operations and Education.
*Bilingual in English/Spanish Required - Additional $1.25 per Hour. 90% score on a verbal and written fluency test required.*
Dimensions
Staff: Supervision (1-2), Direct Reports (1-2), Volunteers (1-3)
Essential Functions
- Provide administrative support for the Immigration department by serving as the first contact at the front desk; schedule appointments and meetings for all Immigration staff members; support written and verbal communication needs; assist with calendar management; assist with creating service forms used by the department and update the forms as needed given department changes or immigration legal changes; ensure replenishment of forms for services and supplies for department are completed and available for business hours; act as front-line information gatherer when service provider, client, and general public concerns are communicated to the Assistant Director, Immigration Operations and Education.
Provide clients and prospective clients with information and program requirements related to the service sought from the Immigration department.
- Responsible for maintaining accurate schedules and current client files for all Immigration staff members.
- Responsible for providing final invoices, securing, and tracking money from all payments and donations.
- Follow up requests from prospective clients by phone or in person.
- Update all administrative changes related to services to clients such as list of fees, immigration software information (fees, immigration representatives, invoicing changes), intake forms, and other forms needed by clients to complete the immigration service.
- Serve as the Information Technology (IT) coordinator and liaison to the agency’s IT coordinator. Responsibilities include (1) IT requests and problems, (2) agency networks, and (3) the phone system.
- Provide oversight and assistance for the Immigration Department’s facility and equipment maintenance. Coordinate the use of the Immigration department building facilities, maintenance and repair schedule, distribution and control of keys, facility requests, maintenance of copy room and supplies, inventory of general supplies, and organization of conference rooms. Responsible for purchase of all office supplies.
- Trains and supervises administrative and program support staff members in job functions and volunteers to maintain safe, clean, and professionally presented offices and area spaces used by the Immigration department.
- Act as support for Immigration department correspondences and distribution of mail.
- Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.
Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.
Other Responsibilities
- Work with the Diocese of Santa Rosa and local parishes as appropriate and requested.
- Perform other related duties as assigned.
Agency Culture
It is essential that all employees of Catholic Charities aspire to the following:
- A commitment to the agency’s mission, vision, and values.
- A commitment to excellence in everything we do.
- A commitment to performance and quality improvement.
- A commitment to outcomes and measured results.
- A commitment to innovation and to what is possible.
Education, Experience, and Skills Required
Associate’s degree, at least 3 years’ experience in administrative and or a related field, at least 2 years supervisory experience required. Bachelor’s degree preferred. An additional four to six years’ experience in immigration and human services may be considered as a substitution for a bachelor’s degree.
- Bilingual (English/Spanish), 90% passing score on the Catholic Charities’ test of oral and written Spanish fluency required.
- Three years’ experience in a similar role, assisting directors and/or leadership roles, and coordinating an office or multiple programs in an organization of similar size and complexity.
- One to three years’ agency-wide experience coordinating, supporting, and facilitating office functions in a busy environment.
- One to three years’ experience in an environment requiring a high degree of flexibility, diplomacy, discretion with sensitive information, and respect for confidentiality in all dealings with clients, volunteers, co-workers, and community members.
- Computer literacy required including experience with Microsoft 365 Suite including Outlook, Word, and Excel; experience with databases; experience with the specialized software used by the Immigration department.
- Excellent written and verbal communication skills with an attention to detail and accuracy; ability to edit written documents for grammar and punctuation; organization, conflict resolution, and problem-solving skills.
- Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and co-workers. Ability to work closely with clients and other employees to ensure a positive and constructive environment within the program or department and throughout the Agency.
- Passion and enthusiasm for the mission of Catholic Charities and its clients.
- Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record, and ability to provide own transportation. Must be willing and able to travel between agency sites.
- Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa’s policies prior to start of employment.
Job Analysis/Job Description Physical Requirements
Never (N)
Occasionally (O) = Up to 3 Hours per Day
Frequently (F) = Up to 6 Hours per Day
Constantly (C) = Up to 8 Hours per Day
Ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like.
Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
Remaining in a stationary position, often standing, or sitting for prolonged periods.
Moving about to accomplish tasks or moving from one worksite to another.
Adjusting or moving objects up to 10 pounds in all directions.
Communicating with others to exchange information.
Repeating motions that may include the wrists, hands, and/or fingers.
Operating machinery and/or power tools.
Operating motor vehicles or heavy equipment.
Assessing the accuracy, neatness, and thoroughness of the work assigned.
Outdoor elements such as precipitation and wind.
Small and/or enclosed spaces.
No adverse environmental conditions expected.
Physical Demands (Check Only One)
Sedentary work that primarily involves sitting/standing.
Light work that includes moving objects up to 20 pounds.
Medium work that includes moving objects up to 50 pounds.
Heavy work that includes moving objects up to 100 pounds or more.
Equal opportunity employer
Catholic Charities of the Diocese of Santa Rosa is an Equal Opportunity Employer, seeking the best and brightest. Our organization does not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, membership or activity in a local human rights commission, or status with regard to public assistance. We support, educate, create opportunities for, and ensure the wellbeing of our staff for the betterment of those most in need.
CCDSR participates in E-Verify, an Internet-based system that compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility.
