About the Organization  

Canal Alliance exists to break the generational cycle of poverty for Latino immigrants and their families by lifting barriers to their success. Canal Alliance is a nonprofit champion of immigrants who are challenged by a lack of resources and an unfamiliar environment. Every day, we educate, empower, support, and partner with motivated immigrants to best meet all their unique needs—from putting food on the table, to becoming American citizens, to learning English, to graduating from college. Canal Alliance strives for a trauma-informed collaborative and inclusive culture. We invest in high quality services, professional development, and work-life balance.

Position Summary: 

The Legal Administrator provides clerical support to the Immigration Legal Services department, including front desk reception, mail processing, records management, and communication of case updates.

Responsibilities:

Administrative Support

• Open and process incoming mail
• Input data into case management software
• Scan and file receipt notices 
• Communicate case updates to clients 
• Pick up mail from Canal Alliance’s satellite office
• Bring outgoing mail to the Post Office
• Perform nightly closing procedures at the end of each business day
• Assist with internal data entry audits
• Other administrative tasks as assigned

File Management

• Maintain physical and digital client records in accordance with office policies
• Scan client files to create comprehensive, organized digital records
• Prepare copies of files for clients
• Coordinate retrieval of files from offsite storage as needed
• Pack boxes of closed cases to send to storage
• Organize and index files in storage

Front Desk Reception

• Greet visitors at the department’s front desk
• Triage incoming calls and visitors; direct them to the appropriate staff or resources 
• Meet with clients to pick-up/drop-off documents
• Check voicemail messages, return calls, and forward calls to the appropriate staff
• Schedule appointments for clients with staff from the Affirmative and Unaccompanied Minor Units

Other Responsibilities

• Conduct background checks/fingerprint rolling
• Assist the Operations Manager with grant reporting activities
• Attend unit, department, and All-Staff meetings
• Other duties as assigned by supervisor

Education and Experience:

• Bachelor/Associate degree preferred but not required. High School Diploma with several years of experience will be considered. 
• Minimum one year of experience as an Administrative Assistant in a fast-paced office environment 
• Immigration law or other legal experience preferred but not required

Physical Requirements:

• Ability to lift and move heavy objects (up to 50 pounds) 
• Access to transportation to pick-up and deliver daily mail

Skills and Knowledge:

• Bilingual Spanish/English (required)
• Strong attention to detail
• Ability to exercise urgency and manage multiple priorities
• Good verbal, written and organizational skills
• Ability to work independently and efficiently
• Active listening
• Ability to work with diverse ethnic/racial groups
• Knowledge of Latino culture; cultural competency
• Compassionate and respectful towards clients
• Experience working with case management software
• Strong technical skills, Microsoft Office Suite (Word, Outlook, Power Point and Excel)
• Must be willing to complete a Comprehensive Overview of Immigration Law (COIL) course within the first year of employment
• Must be willing to obtain Fingerprint Rolling Certification within six months of employment 

Key Competencies:

• Data entry
• Attention to detail
• Cultural competence
• Communication

Compensation

This is a full-time, non-exempt position with benefits. We offer a competitive pay of $33/hr with a benefits package that includes: 

• 3 weeks paid vacation per year 
• 12 days of sick leave per year 
• Paid Birthday each year 
• 13 paid holidays per year 
• 100% paid employee medical & dental insurance, life insurance, LTD, and EAP 
• 403(b)-retirement plan with employer match of up to 4% after 3 months of employment 
• Voluntary benefits include FSA, vision, life, and pet insurance, as well as coverage for dependents 
• Telehealth for physical and mental health 

We get a high volume of candidates - for the fastest response from Canal Alliance, please use this Paylocity Link to apply:

https://recruiting.paylocity.com/recruiting/jobs/Apply/3154365/Canal-Alliance/Legal-Administrator 

*Canal Alliance works a 4DWW- Work 4 days / 32 hours in a highly effective and efficient team - and get paid 5 days /40 hours! Shifts are Mon-Thurs 9am-5pm.

Location 

This position is on-site at our Headquarters office on Grand Avenue in San Rafael. Attendance is required at quarterly in-person staff retreats and any other in-person trainings and meetings as needed, as well as occasional night and weekend events.

Canal Alliance Equity and Inclusion Statement 

Canal Alliance actively promotes and recognizes principles of fairness, equity, and social justice in relation to, and across, intersections of race, age, color, national origin, ethnicity, citizenship, sex, sexual orientation, gender identity, gender expression, religion, disability, ancestry and all other identities represented among our diverse employees.