Bi-lingual Legal Administrative Assistant - Esperanza Center

Salary: $21.34 per hour

Catholic Charities of Baltimore, Esperanza Center, is seeking an ILS Administrative Assistant to facilitate the efficient operation of the assigned area by performing a variety of clerical and administrative tasks. The work schedule is Monday- Friday 8 AM - 4 PM or 8:30 AM - 4:30 PM.

The Esperanza Center is a comprehensive immigrant resource center that offers hope and essential services to people who are new to the United States. Immigrants from all over the world have received important resources and compassionate guidance at the Esperanza Center since 1963. Our dedicated staff and volunteers provide services and referrals, ESL education, health care, and free or low-cost immigration legal services to thousands of immigrants each year.

JOB DUTIES & RESPONSIBILITIES:

• Communicates effectively in Spanish and English to ensure clear, professional, accurate, and accessible service for clients, staff, and community members across diverse populations.
• Serves as the initial Esperanza Center contact for new clients, using trauma-informed care to assess needs, provide accurate information, and schedule intakes in a timely and appropriate manner.
• Manages the client intake process, including scheduling, explaining requirements, completing intakes, creating LawLogix profiles, entering demographic data, and ensuring complete documentation is uploaded timely for attorney review.
• Maintains intake and consultation waitlists, providing regular supervisor updates, timely client communication, and consistent follow-through to support efficient movement through the process.
• Manages the daily ILS client appointment list and shares accurate, timely updates with Esperanza Center front desk staff to support coordinated client flow and service continuity.
• Responds to phone, voicemail, and email requests; routes current client calls appropriately and maintains accurate contact logs to support timely follow-up, service tracking, and reporting.
• Maintains and updates client files, database records, and requested data to ensure information is accurate, current, complete, and available for reporting and service delivery.
• Coordinates client referrals across Esperanza programs, ensuring timely processing, accurate information sharing, and coordinated access to appropriate services and community resources.
• Protects confidential client information and handles records in compliance with legal ethics, confidentiality standards, and data security requirements.
• Partners with supervisors and team members to improve front desk and intake processes by sharing trauma-informed observations, identifying workflow needs, and supporting agreed-upon improvements.
• Provides occasional interpretation and translation support when regular services are unavailable.
• Trains and supports administrative volunteers in front desk operations to promote efficient workflow and consistent service delivery.
• Supports outreach events, clinics, and related activities as needed.
• 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.
• Performs other duties as assigned.

EDUCATION & EXPERIENCE REQUIREMENTS:

• High school diploma or GED.
• One (1) year of administrative experience.
• Equivalent combinations of education and related work history may be considered.
• Prior work with vulnerable populations preferred, such as immigrants, refugees, survivors of violence, individuals with disabilities, individuals with mental health needs, children, and low-income individuals.
• Familiarity with legal or case management databases preferred, such as LawLogix or INSZoom.
• Prior work in a legal environment and knowledge of legal terminology preferred.

REQUIRED SKILLS & ABILITIES:

• 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.
• Requires proficiency in using computer systems and software to perform job function, including but not limited to, basic Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook. Knowledge of other Microsoft Office applications, such as Word, Excel PowerPoint, Teams, and OneDrive is preferred.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• No remote or hybrid work availability based on core and essential functions of the position.
• 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. This includes both verbal and non-verbal interactions with colleagues, clients, or external parties.
• Repetitive motions involving the wrists, hands, and/or fingers, including tasks such as typing, data entry, or handling small objects. These repetitive activities may occur throughout the workday and require attention to ergonomics to ensure comfort and minimize strain.
• 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.

We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:

• Health/Dental/Vision
• Vacation/sick/holiday pay
• 403(b) Retirement Plan with a discretionary employer contribution
• Tuition Advancement
• Paid Parental Leave

Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise.

Catholic Charities is an equal opportunity employer.