Overview
ADMINISTRATIVE ASSISTANT I Jobs in Pace, FL at The State of Florida
Job Summary & Position Rationale
The Administrative Assistant – Immigration Services provides essential support to the immigration director and manager by handling administrative duties that ensure the smooth operation of immigration case management. This role is responsible for tracking completed cases, scheduling client appointments, managing files, and maintaining accurate records within client and case management systems. Additionally, the position involves following up with waitlisted clients, organizing case deadlines, and assisting with document preparation to facilitate efficient legal processes.
This position is critical in maintaining an organized and efficient immigration services workflow. By managing client files, tracking deadlines, and supporting application processing, the Administrative Assistant helps streamline operations, allowing legal representatives to focus on case advocacy. The role also enhances client experience through timely communication and assistance in gathering necessary information, ultimately ensuring that immigration services remain effective and accessible.
Knowledge, Skills, and Abilities
Bilingual & Bi-literate in English and Spanish – Ability to communicate effectively with clients and staff in both languages, both verbally and in writing.
Education and/or Work Experience – Two years of post-secondary education and/or comparable work experience in administrative roles, immigration, information & referral services, etc.
Emotional & Cultural Competency – demonstrated in an ability to work with people of differing abilities, backgrounds, and language needs.
Duties/Responsibilities
File Management – Organize and maintain both physical and digital client files, ensuring accurate record-keeping.
Mail Processing – Process and file incoming mail and immigration-related documents in an organized manner.
Client Intake Entry – Enter new client intake information into Cerenade and upload required documents.
Case Tracking & Deadline Management – Track and update case statuses, ensuring deadlines are met within Cerenade and legal representatives’ calendars.
Appointment Scheduling – Schedule and confirm client appointments, including follow-ups with waitlisted clients.
Client Information Updates – Gather and update client biographic information, ensuring all necessary details are recorded accurately.
Client Communication – Call clients to provide reminders for upcoming appointments and document submission deadlines.
Application Assistance – Assist in completing biographical information for immigration applications and forms.
Court Filing Preparation – Help prepare and organize court filings, including compiling supporting documents.
Application Submission – Assist in assembling and mailing immigration applications, ensuring accuracy and completeness.
Case Management Software Administration – Maintain case management software by updating client records and ensuring data accuracy.
Meeting Support – Take meeting minutes for immigration-related meetings and distribute notes as needed.
Administrative Support – Support the immigration director and manager with administrative tasks, such as managing emails and responding to inquiries.
Office Organization – Perform general office administrative tasks, such as scanning, copying, and organizing materials for staff and clients.
Client Service & Assistance – Provide excellent customer service by addressing client questions and concerns professionally and promptly.
Job Type: Full-time
Pay: From $20.00 per hour
Expected hours: 35 – 40 per week
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Weekends as needed
People with a criminal record are encouraged to apply
Work Location: In person
Title: ADMINISTRATIVE ASSISTANT I
Company: The State of Florida
Location: Pace, FL
