MD Intake Specialist/ Office Manager

ORGANIZATIONAL PROFILE

Ayuda is a 501 (c)(3) nonprofit organization dedicated to providing direct legal, social and language access services, education, and outreach to low-income immigrants in the Washington, DC metropolitan area. Since 1973, Ayuda has provided critical services on a wide range of issues, in the process acquiring nationally recognized expertise in several fields including immigration law, language access, domestic violence and human trafficking. Ayuda has office locations in Washington, DC, Silver Spring, MD and Fairfax, VA.

WHY DO YOU WANT THIS JOB?

Because, just like everyone at Ayuda, you believe:

• In seeing communities where all immigrants succeed and thrive in the United States.
• In the overall success of our organization and all our programs.
• That families should be healthy and safe from harm.
• That all people should have access to professional, honest, and ethical services, regardless of ability to pay or status in this country.
• That diversity and equality make this country better.

WHAT WILL THIS JOB ENTAIL?

Reception & Intakes

• Serve as Ayuda’s receptionist, receiving and directing incoming calls, greeting and supporting clients and helping prospective clients
• Conduct initial screenings and conflict checks with potential clients
• Database clients in Legal Server
• Provide and track referrals to outside service providers

Payments & IOLTA

• Generate invoices in Quickbooks, collect fees and issue receipts
• Create semi-monthly deposits
• Reconcile transactions between IOLTA (escrow) account and Operating account based on completion of fee-based services
• Set up payment plans with clients at attorneys’ request

Office Management

• Open the office each morning and serve as the primary office manager
• Serve as the first point of contact for building and tech maintenance issues
• Liaise with the building representatives and IT support personnel to resolve any problems with the office

Other

• Translate documents and forms from Spanish to English
• Copy and prepare application packets for mailing
• Keep case files current, create new files and close out files
• Provide assistance with special projects, such as outreach and research

HOW DO YOU KNOW IF YOU CAN DO THIS JOB?

Eligibility: Must be legally able to work in the United States and maintain proper work authorization throughout employment. Must be able to meet the physical requirements of the position presented in a general office environment. Satisfactory results from a background check to include criminal history and a search of the employee’s name against a national registry of sex offenders.

Preferred Qualifications:

The following qualifications are preferred qualities, experiences, and skills we seek in a candidate. Even if you don't feel that you meet every single qualification, we still encourage you to apply! We're eager to meet people that believe in our mission and can contribute to our team in a variety of ways - not just candidates who check all the boxes.

Education/Experience/Skills:

High School diploma or GED

2+ years related experience

Technological Skills:

Proficient in Microsoft Office

Required Knowledge and Skills:

• Written and spoken fluency in Spanish and English
• Excellent customer service skills
• Excellent written and verbal communications skills
• Professionalism with both internal and external customers
• Professional demeanor, strong work ethic, discrete, resources, and ability to maintain confidentiality
• Ability to communicate with a variety of people, both internal and external
• Ability to work collaboratively in a team environment
• Ability to initiate and follow through on work independently
• Ability to work in a fast-paced environment
• Detail-oriented
• Excellent time management skills
• Ability to meet assigned deadlines
• Ability to adapt to changing priorities
• Strong multi-tasking abilities