Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of one of our clients.
Client & Short Job Description:
Immigration Law Firm based in Boston that has been in business for over 10 years in the field. The main areas of their practice are immigration, criminal, and family law. The firm mainly focuses on family-based immigration that has a lot to do with kids without their parents. They help asylum-seeking kids to be united with family members in the United States. The firm focuses also on many humanitarian-related cases such as removals and DACA. The office team consists of 3 Attorneys, 3 Paralegals, and 2 Client Relations Specialists. The client is seeking to integrate a Paralegal Assistant to grow their team.
Software the client currently uses:
– Clio as CRM
– Outlook for email
– Microsoft Team
Job Highlights: Why should you apply?
– Opportunity to learn about immigration laws and help with DACA cases and family law.
– Opportunity to join a small, united team with a great work environment.
– Excellent opportunity to expand your skills with training provided by the client
DEADLINE TO APPLY: You must apply by Wednesday, November 10th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Friday, November 12th, 2021.
Tasks required for the job
1. Gather Customer Testimonies & Stories (Affidavit)
– The VA will be asking the right questions to get more in-depth information for the declaration form.
– Talk with customers over the phone and ask them to get their “declaration”
– Type the information while being on the phone taking the declaration from the customer
– Understand each customer’s specific situations, stories, and challenges
2. Fill Out Forms & Questionnaires
– The VA will be helping to create the immigration form.
– Fill out multiple forms and put them together in a folder
– Prepare the PDF forms pre-filled with the client’s information, after gathering the info and facts.
– Attach and create the exhibits for each client, ensuring that all items are there
– Send forms and exhibits to the lawyer for a final review
3. Gathering Clients Info & Obtaining Documents
– Gather information from customers over the phone and email
– Get all their basic info such as their name, family’s name, relatives’ names, etc.
– Gather info about their customer’s last 5 years of places they lived, and where they worked.
– Enter all the information into the proper case management system or CRM
4. Review & Check Client Information
– Review all documents and info submitted by clients through the online form they initially complete
– Make sure that clients provide an electronic signature, in order to hire the law firm for their services
– Connect with the clients over the phone, email, and/or Zoom (video call) to review information
– Gather and review various documents, and organize them as needed for each client’s case
5. Follow-up with Clients
– VA must constantly follow up with clients to make sure the law firm has all the necessary documents, info, and details they need to build their case and submit it to court.
– VA must follow up over the phone, text message, email, Whatsapp, or whatever is necessary to get the info they need from each client. This may include booking calls and/or appointments with clients, adding them to a calendar, AND then again following up to make clients shows up
– The VA will be following up with the clients via SMS as well.
6. Prepare Case Indexes
– This will be assigned once the VA is completely trained and ready to take on this task
– Prepare case indexes with all the reports, statements, and affidavit
– Help legal assistants to put the client’s case and all documents together
7. Client Management in CRM System
– Download documents from attachments and create new “case files/records/contact” into the CRM database
– Take notes and info from each client case and save it into the web-based system
– Upload documents as needed for each case. (Dropbox/Google Drive)
8. Managing Cases
– The VA will be managing the information about all cases in Clio.
– The VA will be managing the dates related to the cases.
– The VA will be checking and tracking the registration code with the court and inputting the system related to the case.
– The VA will be the second set of eyes to make sure that all forms and questionnaires are being handled in the cases.
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
This client is also looking for these requirements:
A) Communication & Language
Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively. The VA should have total fluency and not have to think of what to say, words should come out very naturally but no need to have a native accent in addition to advanced writing skills and vocabulary.; Must be ok with speaking on the phone for long periods and be pleasant on the phone.; Great customer service skills. Must be super friendly and personable on the phone.; Have great “emotional intelligence”, who can understand each customer’s situation.
B) Creativity & Proactiveness
Self-starter, proactive and innovative.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Quick learner, willing to learn new things, and able to pick up issues/problems fast.; Take ownership, have a great attitude to get things done.
C) People & Relationship
Easy to speak with and a good listener.; Great customer skills. Really good with people and friendly.; Outgoing person able to communicate and interact with a variety of people.; Must be able to separate “Business from emotions” as clients can get very passionate, and it’s important for the VA to remember that in the end, “it’s just work”.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.
D) Work Load & Stress Management
Able to get things done, and have a positive attitude to do things.; Must be extremely organized and detail-oriented.; Comfortable with a fast-paced and changing environment.; Should be very hard-working, comfortable with having a lot to do all the time.
E) Technology & Software
Computer savvy, able to teach systems and software to others.; Knowledge or willingness to invest time in training themselves on the different platforms of the business.; Experience in managing tasks or project management tools.
F) Industry Specific: General Law
Willing to represent the company, his/her approach should be friendly and supportive.; Comfortable with talking to clients and listening to their stories.; Empathetic, and zero-judgmental.; Must have “thick skin” and be OK with talking about hard subject matters.
– Schedule: Monday – Friday 8:30 am-5:30 pm EST
– Hours: 40 hours/week