Administrative Assistant

Overview

Santanna Law Offices PC is an immigration law firm dedicated to providing comprehensive legal services in the field of immigration. The firm, located at 1900 Fruitvale Ave, 3F, Oakland, California, strives to support individuals, families, and businesses in navigating complex immigration processes. With a client-focused approach, Santanna Law Offices is committed to delivering effective, personalized solutions to meet the unique needs of its clients.

Job Title: Administrative Assistant

Reports to: Hector Perez, Office Manager

Position Overview: Immigration Law Office Administrative Assistant

We are seeking a highly organized, detail-oriented, and reliable Administrative Assistant to join our immigration law practice. This role is the backbone of our office operations, ensuring that every document is accounted for, every deadline is met, and our client files remain meticulous.

The ideal candidate possesses an unwavering commitment to accuracy and is comfortable traveling to detention facilities to interface directly with clients.

Mail & Document Management

• E-Filing & Digital Archiving: Save all mail and e-files and scanned physical mail into the appropriate digital client folders immediately upon receipt.
• Nomenclature Standards: Implement and strictly follow a consistent naming convention for all files to ensure easy retrieval and office-wide organization.
• Digital Filing: Maintain and organize digital client files.
• Deadline Management: Calendar all court dates, filing deadlines, and interview notices with 100% accuracy
  . This is a zero-error-margin task.
• Tickler System: Maintain a proactive reminder system to ensure attorneys are alerted to upcoming deadlines well in advance.

Field Work & Client Interaction

• Detention Center Visits: Travel to immigration detention centers within Kern County to meet with detained clients.
• Document Collection: Facilitate the signing of legal forms and collect supporting evidence/documentation directly from clients in custody.
• Professionalism: Maintain a professional and empathetic demeanor while adhering to the strict security protocols of detention facilities.

• Proven ability to manage high-volume paperwork with "perfect" accuracy.
• A natural inclination toward order and logic in filing systems.
• Must have a valid driver’s license and reliable vehicle for frequent travel to Kern County detention centers
  .
• Ability to handle sensitive, confidential information with the utmost integrity.
• Fluent in both English and Spanish (written and verbal);
  Portuguese or Maya Mam a plus.
• Exceptional interpersonal, customer service, and communication skills.
• Strong attention to detail and outstanding organizational skills.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Google Workspace, Adobe, Microsoft Word and Excel. Clio preferred.
• A strong passion for and commitment to immigrant’s rights and social justice.
• Sensitivity and compassion when working with diverse and vulnerable populations.
• Must be willing to undergo a background check.
• 1+ years of experience in an administrative or customer service role, preferably in a legal setting.

• Hybrid; flexible; 40 hours a week
• Equal Employment Opportunity: Santanna Law Offices is an equal employment opportunity employer, and we welcome everyone regardless of their race, color, religion, sex, national origin, age, disability, or veteran status. We aim to provide an inclusive, open, and diverse work environment.