Administrative Assistant

Founded in 2004, the Kitsap Immigrant Assistance Center (KIAC) advances the well-being and power-building of immigrants through education, advocacy, and social justice. We envision a community where all people, regardless of birthplace, have access to justice, respect, and opportunity. KIAC provides free and affordable immigration legal services, family support, tax and business assistance, and advocacy. Our clients come from over 70 countries, speaking more than 60 languages.

The Administrative Assistant plays a key role in supporting the day-to-day operations of KIAC. This position works closely with the operations team to ensure smooth office management, provides administrative support to leadership and staff, and helps maintain efficient communication with partners, donors, volunteers, and community members to ensure a welcoming environment. The ideal candidate is detail-oriented, highly organized and collaborative, and passionate about the mission of KIAC.

Essential Functions

Office & Administrative Support

• Manage office supplies, maintain filing systems, and assist with scheduling meetings and events.
• Learn and utilize CLIO, the case management system, to support staff.
• Support leadership with scheduling, meeting coordination and tracking, note-taking, and document preparation.
• Collaborate with the Operations team to provide onboarding support for staff and volunteers.

Communication & Client Engagement

• Greet and assist community members, directing them to services as needed. Serve as first point of contact for external inquiries.
• Answer phones, check voicemail, return calls, and respond to emails. Route inquiries to relevant staff members.
• Pick up and distribute mail daily from the Downtown Bremerton post office.

Data & Record-Keeping

• Maintain accurate records, track expenses, and assist with reporting.
• Work closely with the Operations team to ensure all data is captured accurately and maintain HR and volunteer records, staff directory, and other documentation as needed.

Event & Volunteer Coordination

• Assist with event planning, logistics, and outreach efforts.
• Support donor and grant management, track contributions, and assist with fundraising.

Interpretation & Advocacy Support

• Support with interpretation in Mam and Spanish as needed.
• Translate documents and support advocacy efforts.

Other Responsibilities

• Meet regularly with the Operations team and attend staff meetings.
• Collaborate on organization-wide initiatives, advocacy efforts, and community events that align with the organization’s mission.
• Perform other duties as needed to contribute to the overall success of the organization’s mission.

Qualifications & Skills

• Fluency in both English and Spanish (written and spoken).
• Familiarity with Mam (Guatemalan language) or a basic understanding of Mam, with the ability to communicate key information, is preferred.
• Experience in administrative or office roles (nonprofit experience a plus).
• Strong organizational, time-management, and communication skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, Google Workspace, and client management systems
• Ability to handle sensitive information with discretion and professionalism.
• Commitment to KIAC’s mission and values

Desired Skills

• Experience providing simultaneous and/or consecutive interpretation in professional or community settings.

Physical and Emotional Demands

While performing the duties of this job, the employee will be regularly required to be both stationary and mobile; occasionally lift up to 25 lbs; communicate and manage workflows in person, over the computer and via phone; drive a vehicle to additional events.

This position is primarily in-office work. Additional travel in surrounding regions for events may be required occasionally.

Reasonable Accommodations Statement

To accomplish this job, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform essential functions.

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We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations Statement: Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws.