Program Assistant

The Program Assistant and data role performs tasks under the direction and supervision of the Office Manager. The Program Assistant helps gather data from the immigrant community regarding needs, access to our programs and help us measure the success of our programs or any changes needed to better serve the community. The Program Assistant will support OCJ legal initiatives by assisting with client communication, ensuring operational workflows move efficiently, intake procedures and coordinating presentations when needed. This position works closely with attorneys, legal assistants, and the Office Manager to support case management, contracts, client payments, legal systems, data collection, events, and front office operations. The position requires strong organizational skills, attention to detail, excellent customer service, and the ability to manage multiple priorities while maintaining confidentiality and meeting deadlines. ### About Orlando Center for Justice Inc Orlando Center for Justice, Inc. (OCJ)'s mission is to bridge the access to justice gap in Florida for newcomers by helping these underserved communities navigate the legal system through education and innovation. We also walk alongside them, advocate and help amplify their voice. We currently provide direct legal assistance with family immigration needs, child advocacy in state court, preparation of wills, uncontested divorces, small business consultations and deportation defense. Our vision is to expand to do more to serve domestic violence victims and children and to expand to serve in other areas such as family law matters, mediation, and continued support for local small business development. We provide legal services in the Orlando and Ft. Pierce areas. ### Description ### Tasks Guidelines and Essential Functions Below is a description of the tasks typically performed in this position; the essential functions are identified by a double asterisk ("\\"). Essential functions are the reason the position exists and must be performed with or without reasonable accommodation. \\ Administrative Operations \& Front Office Support (30%) Prepare and distribute weekly staff meeting notes. Participate in weekly and monthly check\-ins and assist with administrative and program data collection. Answer daily phone calls and provide backup phone coverage; document client calls in the internal call log. Monitor and respond to emails, text messages, and voicemails, including updating holiday messages and call routing when assigned. Assist with intake processes, scanning, mailing, and routing correspondence. Scan and organize incoming mail into the appropriate case files. Assist with calendaring, consultation scheduling, and serve as backup support for operations as needed. \\ Client Communication \& Customer Service (25%) Contact clients by phone or text regarding consultations, biometrics, fingerprint appointments, interviews, and other scheduled appointments. Monitor the front desk email inbox and route communications to the appropriate attorney or legal assistant. Provide professional, timely, and confidential customer service while maintaining accurate documentation. \\ Case Procedures \& Administration (25%) Manage consultation and program pipelines within the organization's CRM and case management systems. Open new case matters/projects and complete required case opening procedures. Monitor contract execution and follow up on pending client and attorney signatures. Assist with QuickBooks Online administrative functions, including creating client pledges, matching transactions, classifying transactions, and maintaining accurate financial records as assigned. Document, track and collect administrative fees, and follow up on overdue or outstanding balances in Quickbooks and case management systems. Coordinate and complete file closing procedures in accordance with organizational protocols. \\ Program Support \& Data Management (15%) Perform data entry for organizational programs and maintain interpreter call lists and program reports. Coordinate program logistics, including scheduling and traveling to conduct legal orientations and legal screenings for children in shelters, as needed. Outreach \& Organizational Support (5%) Support special projects and organizational events assigned by management. Provide cross\-departmental support across legal and administrative functions, including but not limited to Employment Authorization Documents (EADs), Freedom of Information Act (FOIA) requests, and other duties necessary to support organizational operations. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without previous notice. Required Education and Experience Fully bilingual (English and Spanish). Minimum one (1\) year of administrative, legal support, office operations, or customer service experience preferred. Qualifications (Knowledge, Skills \& Abilities) --------------------------------------------------- Organization \& Time Management: Ability to prioritize multiple tasks, manage deadlines, and maintain accurate records while working in a fast\-paced environment. Communication: Strong verbal and written communication skills in both English and Spanish. Ability to communicate professionally and respectfully with clients, coworkers, attorneys, and external partners in person, by phone, email, and text. Technology: Proficiency using computers and office software, including Microsoft Office or Google Workspace. Ability to quickly learn and effectively use case management systems, CRM platforms, QuickBooks Online, Zoom Phone, Adobe and other organizational software. Attention to Detail: Ability to produce accurate work, identify discrepancies or missing information, and follow established procedures consistently. Problem Recognition \& Judgment: Ability to recognize potential issues, exercise good judgment, and communicate concerns to the appropriate supervisor while following organizational procedures. Adaptability \& Learning: Ability to learn new systems, processes, and procedures while adapting to changing priorities and organizational needs. Initiative \& Accountability: Ability to work independently, follow through on assigned responsibilities, take ownership of recurring tasks, and communicate proactively regarding progress, delays, or concerns. Teamwork \& Collaboration: Ability to work collaboratively with attorneys, legal assistants, administrative staff, and management while contributing to a positive and respectful work environment. Confidentiality \& Professionalism: Ability to handle sensitive client and organizational information with discretion, integrity, and professionalism. Work Environment This position operates primarily in a professional office environment with a hybrid work schedule, as determined by organizational needs and management approval. The employee routinely uses standard office equipment, including computers, telephones, scanners, printers, photocopiers, and other office technology. The position requires regular interaction with staff, clients, volunteers, and community partners in person, by phone, email, and virtual platforms. Physical Demands \& Travel Requirements The physical demands described here are representative of those required to successfully perform the essential functions of this position. This position requires the ability to sit, stand, walk, speak, hear, and use a computer for extended periods. The employee may occasionally lift or move office materials weighing up to 20 pounds. Occasional local travel during regular business hours may be required to support organizational programs, outreach activities, meetings, or events. Some evening or weekend work may be required based on program or organizational needs. A valid driver's license and reliable transportation may be required when travel is necessary. AAP/EEO Statement Orlando Center for Justice provides equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, creed, color, national origin, sex, pregnancy, sexual orientation, gender identity, age, ancestry, physical or mental disability, genetic information, marital status or any other classification protected by applicable local, state or federal laws. Applicants must be legally authorized to work in the United States at the time of hire and must provide acceptable documentation to verify identity and employment eligibility in accordance with applicable federal law. Benefits: 401(k) Dental insurance Health insurance Health FSA Paid time off Holiday time off Mental Health time off Birthday time off Vision insurance Hybrid work * #### Salary $20 \- $20 per hour