Administrative Assistant

Starting Salary: $23.87/hr. at year 1, higher depending on experience

Title: Administrative Assistant

Position Type: Regular Full-Time (37.50 hours per week), Non-exempt

Location: In-office at our Saint Paul, MN main office 

Introduction:

The Administrative Assistant provides essential administrative and organizational support to ensure smooth daily operations across the organization. This role supports a variety of tasks—including data entry, and office coordination—while serving as a reliable point of contact for staff, clients, and external partners. The Administrative Assistant maintains accurate records, supports special projects, and helps streamline internal processes by anticipating needs and proactively addressing administrative challenges. Success in this position requires strong attention to detail, excellent communication and customer-service skills, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.

What’s in it for you?

• The opportunity to make an impact in the community by enhancing opportunities for immigrants and refugees in Minnesota and North Dakota.
• We believe in work-life harmony. This role offers the flexibility to blend remote work with in-office collaboration.

Why ILCM?

• You will be championing social justice & creating meaningful impact via essential administrative and organizational support of the organization. You will work in a place that values diversity, equity, and belonging. We encourage new ideas, value multiple perspectives, and foster a supportive environment where each role matters.
• We offer competitive and transparent compensation. We aim to ensure that pay, benefits, and career progression reflect your contributions, impact, and market value.
• You will work with a committed organization dedicated to serving and empowering clients. ILCM’s values are grounded in respect for and partnership with our immigrant and refugee clients.

Primary Responsibilities

• Coordinate interpretation and translation services by scheduling interpreters, managing payments, and maintaining clear communication between clients, interpreters, accredited representatives, and attorneys.
• Provide basic IT and office-equipment support by assisting staff with troubleshooting internet connectivity, printers, postage meters, and similar office systems.
• Maintain the billing email inbox, ensuring payments are tracked, missing payments are flagged, and issues are routed appropriately.
• Assist with electronic and physical filing systems, ensuring records are organized, up to date, and stored in compliance with internal procedures.
• Complete monthly reconciliations of client documents, filing fees, payments for emergency client basic needs, and related records to ensure accuracy and maintain strong internal controls.
• Perform accurate and timely data entry across various systems.
• Complete yearly office inventory.
• Assist with governance activities, including compiling Board of Directors packets, scheduling meetings, and taking or assisting with meeting minutes if needed
• Process weekly deposits.
• Provide support during the annual audit, producing donation records, compliance reports, and other requested documentation.
• Prepare monthly and annual administrative reports, including postage usage, RPO tracking, and credit-card summaries.
• Provide executive-level administrative support, including scheduling internal and external meetings, preparing meeting materials and minutes, organizing filing systems and workflows, supporting special projects, and assisting with report preparation and recordkeeping.
• Serve as administrative-staff-of-the-day on assigned days, including greeting and directing visitors, receiving and receipting payments (cash, money orders, checks), processing incoming and outgoing mail, managing general correspondence, and supporting onsite staff with administrative needs.

Secondary Responsibilities

• Complete time records for financial management, grant reporting, and compliance purposes.
• Provide backup support for front-desk reception, phones, mail, and client services.
• Participate in team meetings and monthly all-staff meetings.
• Engage in training and professional development opportunities as assigned or required.
• Assist with unscheduled walk-in clients, as needed.
• Perform other duties and special projects as assigned.

Qualifications | Knowledge, Skills & Abilities:

• High school diploma or equivalent.
• Previous experience in professional administrative support or customer service (highly preferred).
• Fluency in both Spanish and English required.
• Proficiency with Microsoft Office applications, including Word, PowerPoint, Excel, Outlook, Teams, and SharePoint.
• Experience with LegalServer and/or other timekeeping or case management systems preferred.
• Ability to quickly learn and navigate database programs used to manage client and contact information.
• Strong attention to detail and ability to meet deadlines.
• Ability to manage multiple tasks and projects simultaneously.
• Experience using office equipment such as copiers, scanners, and multi-line phone systems.
• Excellent interpersonal and communication skills, with the ability to build positive relationships with clients, partnering agencies, board members, volunteers, independent contractors, and staff.
• Clear and effective communication skills, both verbal and written.
• Strong customer service orientation with excellent listening skills.
• Ability to plan, prioritize, coordinate, and manage one’s own workload effectively.
• Ability to work independently, solve routine problems, and exercise sound judgment.
• Effective time-management skills to meet deadlines consistently.
• Proactive, reliable work style with a sense of ownership and urgency.
• Ability to work collaboratively as a supportive and proactive team member.
• Commitment to maintaining confidentiality and handling sensitive information appropriately.
• Passion for serving the low-income immigrant and refugee community and experience working with persons of diverse economic, cultural, and ethnic backgrounds.