Receptionist

Job Summary:

The Inland Coalition for Immigrant Justice (ICIJ) seeks a Receptionist and Intake Coordinator to provide essential support in the organization’s work supporting immigrant communities. This position will involve interacting with community members seeking assistance, conducting intake screening interviews for legal services, providing referrals, and managing a hotline for individuals detained in immigrant detention centers. The ideal candidate will be compassionate, detail-oriented, and deeply committed to advocating for immigrant rights.

Key Responsibilities

Receptionist:

• Serve as the first point of contact for all visitors and clients, including answering calls and greeting clients in person with a welcoming and professional demeanor.
• Answer and direct phone calls, respond to emails, and perform general administrative duties such as filing, receiving mail, and organizing work area.
• Schedule appointments for legal consultations and other services as needed, gathering all essential personal and case information prior to appointments. Provide appointment reminders.
• Ensure all client interactions and sensitive information are handled with the utmost confidentiality and in compliance with legal and organizational policies; and
• In collaboration with ICIJ’s Office Coordinator, maintain a secure and orderly flow of individuals in and out of the reception area.

Intakes:

• Conduct initial legal intake interviews with clients to gather necessary information regarding their immigration status and needs. Document all information accurately in the database and prepare case files for legal staff.
• Provide information and resources for clients who do not qualify for services, referring them to appropriate external resources, including legal assistance, community organizations, and government agencies.
• Assist with tracking cases, maintaining accurate case records, and following up with clients regarding their legal status or needs as required.
• Work closely with ICIJ’s Legal Department to ensure timely follow-up on intake cases, provide updates on cases in progress, and communicate any concerns or developments related to client intake.

Hotline Management:

• Manage and oversee the ICIJ’s hotline for individuals detained in immigration detention centers. This includes answering calls from detainees or their family members, conducting initial intake, and connecting detainees with other support programs.
• Collect and document pertinent information from detainees calling the hotline, ensuring that all necessary details are recorded and that cases are prioritized and referred to legal staff as appropriate.
• Provide immediate assistance to detainees in crisis situations, offering guidance, resources, and emotional support, when necessary, while ensuring referrals are made to the appropriate legal or community resources.
• Maintain accurate records of calls received through the hotline, ensuring that all client information is properly documented and accessible to legal staff for follow-up; and
• Establish and maintain communication with detention centers to ensure that detainees' rights are upheld and that they have access to necessary legal assistance; and other duties as assigned.

Qualifications

• Experience
  • Previous experience in a receptionist, administrative support, or legal intake position preferred.
  • Demonstrated commitment to immigrant communities
  • Experience managing a hotline or working in a crisis response capacity is a plus.
  • Experience working with diverse communities, including the elderly and disabled, people from diverse cultural and linguistic backgrounds, different levels of education, and members of the LGBTQ community
• Skills and Competencies
  • Bilingual/biliterate in English and Spanish is highly preferred.
  • Strong organizational skills and attention to detail.
  • Excellent communication skills, both written and verbal.
  • Ability to handle confidential information with professionalism and sensitivity.
  • Proficient with office software (Microsoft Office Suite, Google Workspace, etc.) and client management systems (CRM).
  • Strong multitasking abilities and abilities to work in a fast-paced environment.
  • Ability to work under pressure and manage crisis situations calmly and effectively.
  • Able to provide their own transportation; with adequate insurance and a CA
  • Driver’s license.
• Personal Attributes
  • Commitment to immigrant justice, community empowerment, and cultural sensitivity, with the ability to uphold ICIJ’s values in all interactions.
  • Flexibility and adaptability to respond effectively to evolving community needs and organizational priorities.
  • Solution-oriented approach with a proactive attitude towards problem-solving, process improvement, and capacity-building within the community.