Position Summary

The Immigration Paralegal is responsible for managing humanitarian and family-based immigration matters, as well as filings ancillary to those matters, from intake through post-filing follow-up. This role requires exceptional organization, attention to detail, proactive client communication, and strict adherence to firm Standard Operating Procedures (SOPs). The paralegal ensures timely and accurate preparation of filings, maintains compliant digital records, and serves as a key liaison between clients, government agencies, medical professionals, and internal team members.

Essential Duties and Responsibilities

Case Preparation & Filing

Prepare and draft immigration forms and supporting applications, including but not limited to:
USCIS Forms
Department of State/National Visa Center forms (both paper and electronic)
Confirm correct form editions, filing fees, and mailing addresses prior to submission.
Organize and compile digital evidence, declarations, affidavits, and supporting documentation.
Draft detailed client declarations and affidavits consistent with case strategy and in compliance with office standards.
Review takeover filings and newly assigned cases to assess completeness and next steps.
Review takeover cases for menial and substantive deficiencies requiring correction/supplement and forward recommendations to the attorney for review.
Prepare case packets for attorney review and incorporate feedback.
Submit FOIA requests and follow up on police and government records requests.
Contact law enforcement agencies to identify U Visa certifying officials and confirm submission procedures.
Coordinate with psychologists and other third parties to advise of relevant issues, pending deadlines, secure evaluations and supporting evidence.
Review psychological evaluations for consistency with eligibility requirements.
Perform final quality control review of all filings for accuracy, completeness, grammar, and formatting.

Client Communication & Case Management

Serve as the primary point of contact for assigned clients.
Ensure initial Client communication within 24 hours of case assignment and respond to all Client communications within 48 hours of receipt.
Maintain monthly, telephonic communication regarding status of active (cases pending submission to an agency) cases.
Maintain quarterly correspondence by postal mail for nonactive (cases pending before an agency) cases.
Set document delivery scheduled for assigned Clients, follow up, escalate to attorney when Clients do not comply with document delivery or proceed to case preparation when all documents present.
Determine when Clients must be scheduled with an attorney and schedule according to established attorney calendar SOPs.
Assist Clients navigating technology including:
Agency case platforms;
Email (to access correspondence sent by office to Client and vice versa);
Using or accessing scanning/copying machines or services
Review, log, and forward USCIS and NVC correspondence to Clients within 48 hours of receipt.

Document & Records Management

Maintain accurate digital case files in compliance with firm SOPs.
Upload receipts, correspondence, and client documents to the case management system.
Update internal logs, trackers, and calendars when documents are received or actions are taken.
Monitor case deadlines and ensure timely task completion.
Review incoming mail and email (including government correspondence) daily.
Assemble and finalize filing packets, ensuring proper signatures and required originals are present.

Administrative & Operational Support

Open new matters in case management software and server; prepare client contracts and receipts.
Enter contract data into internal tracking systems.
Process client payments when required.
Prepare mailing labels, envelopes, and shipping materials.
Close completed cases according to internal procedures.
Participate in weekly legal operations meetings, one-on-ones, and monthly staff meetings.
Collaborate with attorneys, paralegals, and other departments to resolve case issues.
Provide support on special projects and team initiatives as assigned.

Performance Expectations

Maintain strict compliance with SOPs and quality standards.
Meet internal productivity and timeliness benchmarks.
Demonstrate strong attention to detail and ownership of assigned caseload.
Provide high-quality client service with professionalism and empathy.
Proactively identify case issues and escalate when appropriate.

Required Qualifications

Minimum 5 years of immigration legal experience required.
Paralegal certificate or equivalent immigration law experience.
Strong written and verbal communication skills in English and Spanish required.
Excellent organizational and time-management skills.
Ability to manage multiple deadlines in a fast-paced environment.
High attention to detail and accuracy.
Proficiency with Google Office and case management systems.
Ability to work both independently and collaboratively.
Experience with humanitarian and/or family-based cases required.
Experience with U Visa, VAWA, T Visa, or Adjustment of Status cases.
Experience with FOIA requests and consular processing.
Familiarity with immigration case management software.
Familiarity with Google suite of workplace applications.
Experience in high-volume immigration practice.

Work Environment & Physical Requirements

Primarily office-based with prolonged computer use.
May require occasional lifting of files or boxes up to 20 pounds.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Parental leave
Vision insurance

Experience:

Immigration law: 5 years (Required)

Language:

Spanish (Required)

Ability to Commute:

Warrenville, IL 60555 (Required)

Work Location: In person

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Immigration Paralegal