Job Title
Bilingual Administrative Assistant (Legal Services)
Northern Virginia Family Services
Falls Church, VA
Listing Start Date
Listing End Date
Position Summary
The Multicultural Center (MC) of NVFS provides multicultural mental health, case management and immigration legal services that address the needs of low-income, English-limited immigrants and refugees for whom existing services are inaccessible due to language and cultural barriers. Clients include individuals from all cultural and ethnic groups whose mental health and socio-economic stability is compromised as a result of trauma, poverty, chronic stress, and other tremendous challenges posed by the process of cultural adjustment. Trauma informed services are provided by bilingual, bicultural counselors, therapists, case managers and attorneys. The Legal Administrative Assistant provides support to the Legal Services team and ensures that the administrative activities of the office run smoothly and efficiently by being the first point of contact for all office visitors and clients; courteously and promptly responding to inquiries on the telephone and face-to-face; facilitating coordination of mailing and supplies; and providing administrative-related support to the program as needed to ensure the legal team has the support it needs to serve the diverse community in Northern Virginia. Timeliness and reliability are crucial as this position opens the reception area and remains available at the front desk or legal suite to ensure a consistent presence when visitors arrive. The Legal Administrative Assistant is deeply passionate about providing high quality administrative support. The Assistant will possess excellent work ethic, be flexible and accommodating, self-motivated, punctual, able to multi task, and be a forward thinker. It is important that the Administrative Assistant demonstrates the NVFS Organizational Values in the manner by which all duties are carried out, as this role generally serves as the first point of contact for visitors and clients. Essential Job Duties: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with known disabilities to perform the essential functions. •Provide general administrative support to Legal Services staff: ?Timely opening and closing of reception area/legal suite. ?Greet and direct visitors/clients to appropriate staff member. ?Answer phone line, redirect calls, and provide information & referral services to all inquiring callers. Maintain updated call log. ?Follow up with clients on upcoming appointments/perform reminder calls. ?Copy, scan, filing, and client case file maintenance. ?Coordinate application mailings and delivery confirmations. ?Hand-deliver filings to courts and government agencies. ?Assist Legal Services staff in the collection and documentation of client fees. ?Provide document translation and interpretation. ?Enter client information and deadlines in the organization’s database (as directed). ?Process mail/courier, deliveries, and incoming faxes. ?Other administrative tasks as necessary. •Assist Front Office Coordinator with tasks including: ?Monitoring of equipment functioning (copiers and Pitney Bowes machine) and supply inventory for the site; instructing others in proper use of equipment. ?Maintaining inventory and storage of closed client records. ?Providing support and backup to the Multicultural Center’s front desk. ?Scheduling common spaces. •Conduct initial phone screenings to determine eligibility for program services and schedule legal consultations. •Actively collaborate with all legal staff as part of the team to design and implement a seamless and efficient front office and administrative process. •Ensure operations and delivery of services are effective, efficient, and in compliance with all external regulatory standards and professional code of ethics. •Make internal and external referrals to other services within the Agency and community, and work with other NVFS staff to provide collaborative services to clients. •Ensure proper coordination of the use of conference and meeting rooms. In partnership with IT, support users with technology and meeting needs. •Maintain orderliness of legal suite, meeting rooms, and kitchen. •Assist in grant reporting for the legal program. •Comply with all legal ethical standards. •Participate in regular supervision with supervisor and provide regular updates. •Remain current on knowledge of standards and other program-related information. •Enter data for record keeping and reporting to meet relevant guidelines. Qualification Requirements: An individual may obtain skills through a variety of professional, personal, educational, and volunteer experiences. The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform essential job duties. •Bachelor’s degree or equivalent professional experience preferred. •At least two (2) years of related work experience providing administrative support and/or customer service in a Legal Services office preferred. •Oral and written fluency in English required; Spanish language fluency required. Additional language skills always welcome. •Quick learner and willingness to adapt and learn new systems. •Knowledge of USPS postage meter and other office equipment preferred. •Strong customer service orientation. •Ability to communicate respectfully, clearly, effectively, tactfully and patiently in-person and on the phone to a diverse population. •Ability to work collaboratively across functions, programs, and departments. •Excellent at multi-tasking with forward-thinking, solution-oriented and collaborative approach. •Proficiency in usage of basic technological tools including laptops/computers, email, phones, and internet required. Working knowledge of Microsoft Office Suite required. •Must be able to demonstrate and live the organizational values of Communication, Integrity, Respect, Collaboration, and Accountability. At Northern Virginia Family Service (NVFS), we value the diversity of backgrounds, experience, perspectives, and skillsets that we collectively provide to our community, clients and coworkers. We celebrate and thrive on our differences and welcome everyone’s unique contributions. NVFS is committed to advancing equity, embracing diversity, and promoting inclusion and is an equal opportunity employer. NVFS is an E-Verify participant and drug-free workplace. NVFS values diversity in our workforce. We strongly encourage all interested individuals to apply, including people of color, all genders and gender identities, people of all abilities, LGBTQ+ individuals, other members of marginalized communities, veterans and national service alumni.
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