Migration Assistant

Location: New York City | FLSA Status: Full Time, Non-Exempt | Classification: Administrative Support Worker

About the role

Provides administrative assistance to CCCS Immigration Legal Services staff.

Responsibilities

• Handle the administrative needs of the program, including data and document maintenance to meet project contractual obligations.
• Review and sort incoming mail for all staff; prepare outgoing mail; identify and escalate urgent correspondence.
• Use the client management database (LawLogix) to register, maintain, and update client records; record deadlines and all client correspondence.
• Perform data entry in other databases as required by various contracts.
• Sort and file correspondence in client files.
• Fax, photocopy, and scan documents.
• Organize and distribute office supplies; ensure printers are stocked and functional; monitor and distribute incoming faxes.
• Assist the Director of Operations, Department Director, and Divisional Director on special projects.
• Provide clerical support—filing, photocopying, mailing—to HRI attorneys.
• Answer and route telephone calls.
• Schedule, confirm, and cancel appointments for consultation days and clinical events.
• Manage front desk registration at special program events.
• Support Project Coordinator with post-event file processing and attendee follow-up.
• Perform other clerical duties as assigned.

Schedule

This is a full-time position requiring flexibility between two shifts: 9:00 AM to 5:00 PM and 10:00 AM to 6:00 PM, Monday through Friday. Intake days may start at 8:00 AM. Additional hours may be required to meet court deadlines, program deadlines, or client needs.

Working Conditions

• Remain stationary at a workstation and/or use a computer at least 60% of the time.
• Operate standard office equipment such as computers, copiers, faxes, scanners, telephones, postage machines, and printers.
• Respond promptly to phone calls, emails, instant messages, and correspondence.
• Transport, lift, and file documents/supplies in cabinets.
• Transport, lift, and carry a laptop.
• Arrange and move office equipment (tables, chairs, electronic gear) for meetings/events.
• Occasional travel to meetings and special events using public transportation and city streets.
• Occasionally ascend/descend stairs and be exposed to outside weather conditions.

Requirements

• High School degree or equivalent; some college education is a plus.
• Bilingual in English and Haitian Creole.
• Comfort using technology and inputting data.
• Highly motivated and self-starter.
• Comfort with problem-solving and raising issues to supervisors with a solutions-based focus.
• Good communication and analytical skills.
• Good interpersonal skills.