VA 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 

We are proud of the benefits we can offer that include:   

• Platinum-level medical insurance plan 100% employer-paid 
• Dental and vision insurance 100% employer paid 
• Long-term disability insurance 100% employer paid 
• Life and AD&D insurance 100% employer paid 
• Pre-tax 401(k) with Employer match on first 3% of salary 
• Vacation Days: 21 days per year until year 3, 27 per year in years 3-7 and 33 days per year after 7 years employment. Employees begin with 3 days of vacation leave.  
• New employees begin with 5 days of Health & Wellness (sick) leave and accrue an additional 5 hours per pay period plus emergency medical leave up to 12 weeks per year 
• 12 weeks paid parental leave/family leave 
• 24 days paid holidays and staff wellness days, including Winter Break the last week of the year 
• Job-related professional development fees (including annual state bar dues and professional memberships) 
• Flexible work schedules 

Employees with federal student loan debt may be eligible to apply for Public Service Loan Forgiveness through the Department of Education.  For more information, go to https://myfedloan.org/borrowers/special-programs/pslf.