Legal Assistant - Immigration Law Unit

JOB SUMMARY

The Legal Assistant provides administrative and legal support to attorneys and other legal staff in the Immigration Law Unit to support the delivery of high-quality legal services to eligible clients. The position assists with client intake, case opening and management, document preparation, court and USCIS filings, client communication, and case documentation. The Legal Assistant works collaboratively with attorneys, clients, and other staff to ensure cases are handled accurately, efficiently, and in accordance with program procedures and legal requirements.

ESSENTIAL FUNCTIONS

• Open and maintain pre-litigation and litigation files for eligible clients, ensuring required documentation and case information are complete and up to date.
• Prepare retainer agreements and other case documents, coordinate client review and signatures, and collect fees as applicable.
• Draft court documents, client correspondence, forms, and other case-related materials for attorney review and make revisions as directed.
• Schedule client appointments and coordinate opportunities for clients to review and sign legal documents.
• Conduct client follow-up and evaluations as requested by attorneys and other legal staff.
• Maintain effective communication with clients by telephone, email, and other appropriate methods; relay messages and information between clients and attorneys and draft client correspondence as needed.
• Record accurate and detailed notes of client contacts, attorney communications, and other case-related communications in LASROC’s case management system, LegalServer.
• Prepare, serve, and file legal documents with courts, USCIS, and other appropriate agencies as directed.
• Conduct office, clinic, and community outreach intake, including database entry, screening applicants for financial eligibility, conducting conflict checks, and obtaining basic information regarding the applicant's legal issue.
• Provide information and appropriate referrals regarding available legal, social, and community resources.
• Provide translation or interpretation assistance for Immigration Law Unit staff as needed, including during USCIS interviews, Immigration Court appearances, and client meetings.
• Compile and report program statistics to the Program Director, Operations Administrator, and other staff as required.
• Participate in Immigration Law Unit meetings, LASROC meetings, and other organizational activities.
• Support other LASROC units and staff as needed.

OTHER DUTIES

• Maintain consistent and professional communication with staff, clients, and community partners and exchange clear and accurate information regarding case status and work assignments.
• Operate standard office equipment and technology necessary to perform job responsibilities.
• Maintain organized case files, workspaces, and other materials and move throughout the office as needed to access equipment, files, and mail.
• Travel between the office, courthouse, USCIS locations, client meetings, and other work-related locations as required.
• Perform other duties as assigned by the Supervising Attorney or Program Director.

EDUCATION, KNOWLEDGE, SKILLS & ABILITIES

• Associate degree in Paralegal Studies preferred; High School Diploma with equivalent relevant experience may be considered.
• Notary Public license preferred; if not currently licensed, must be able to pass the New York State notary examination within an established timeframe.
• Knowledge of legal office procedures, case management practices, and document preparation.
• Familiarity with immigration legal processes, court procedures, and USCIS filings preferred.
• High level of proficiency with Microsoft 365 applications and the ability to learn new software systems, including LegalServer.
• Strong attention to detail, accuracy, and organization.
• Strong oral, written, interpersonal, and communication skills.
• Ability to prioritize and manage multiple tasks and deadlines effectively.
• Ability to maintain confidentiality and handle sensitive client information appropriately.
• Ability to work effectively and collaboratively with attorneys, legal staff, clients, and community partners.
• Fluency in English and a second language preferred.
• Positive, cooperative, and team-oriented work attitude.
• Ability to work effectively in a remote or hybrid work environment using virtual collaboration tools such as Microsoft Teams and Zoom.
• Access to reliable transportation for travel to court, USCIS locations, client meetings, and community locations as needed.
• Commitment to social justice and a passion for serving underprivileged communities.

PHYSICAL DEMANDS & WORK ENVIRONMENT

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Extended periods of sitting at a desk or workstation while performing administrative tasks.
• Regular use of computers and other office equipment, requiring manual dexterity and visual concentration.
• Occasionally required to lift and/or move up to 10 pounds.
• Mobility within the office environment to attend meetings, training sessions, or other events.
• Ability to communicate effectively with associates, supervisors, and external stakeholders in person, over the phone, or via email.
• Office-based environment with standard office equipment and ergonomic furniture.
• Exposure to typical office noises such as phone calls, conversations, and office equipment operation.
• Work will be performed in an in-office environment.
• Occasional travel may be required for attending training sessions, conferences, or other related events.

Benefits:

• Hybrid Work schedule
• Paid Lunch Hour
• Employer contributions toward health and dental insurance plans
• Up to:
  • 15 days of vacation to start (More based on experience)
  • 96 hours of sick leave
  • 48 hours of personal time
  • 14 paid holidays a year
  • $600 per year internet stipend
  • 3% match on the 401(k) or Roth 401(k) plan of your choice
  • 5% language differential for being proficient in a program-relevant language
• Professional development opportunities
• Public Service Loan Forgiveness qualifying employer

The Legal Aid Society of Rochester, NY, provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.