Job Description and Online Application
Position : Confidential Administrative Assistant
Reports To: Executive Director
Wage Class: Non-exempt
Union Classification: Not Eligible
Responsible For: Provides responsible and efficient administrative support to the Executive Director and DLC Management Team, as well as administrative functions in support of DLC staff.
Key Duties & Responsibilities:
- Work with the Executive Director (ED) to organize and coordinate meetings. Follow-up on deadlines for assigned activities including Board of Directors meetings, council meetings, and staff meetings. Manage the ED’s calendar, arrange travel and draft communications, daily correspondence or special messages.
- Occasionally accompany the Executive Director to meetings to provide administrative support, note taking, and/or outreach support.
- Exercise judgment, in accordance with parameters set by ED, in relieving the ED of actions not requiring his/her immediate attention.
- Screen telephone calls, incoming mail, publications, and other correspondence for the Executive Director.
- Assist the Director of Administration in developing and maintaining case review documents, filing systems, agency mailing lists, and other office organizational tasks for correspondence and materials, as requested.
- Assist the Director of Finance and Information Technology in logistical coordination and installation of emerging technology platforms for the office.
- Compose and process routine check requests and other light accounting for the office at the direction of the Director of Administration or the Director of Finance and Information Technology.
- Work directly in conjunction with Management Staff and perform related confidential duties, as assigned.
- Maintain accurate and detailed calendar of events, due dates, and schedules as they relate to assigned duties to ensure proper tasks and activities occur as scheduled.
- Date, sort, and distribute mail and prepare outgoing mail and packages.
- Photocopy, collate, file and prepare mass mailings, court and hearing documents.
- Compose routine letters and memos utilizing staff instructions or guidelines.
- Answer telephone, return messages and respond to email inquiries. Receive visitors and provide information or assistance, as requested.
- Correctly input client demographics and other case information into the case management database.
- Take thorough, comprehensive notes and/or minutes during weekly staff meetings and periodic council meetings and transcribe notes and/or minutes in a timely fashion.
- Organize and maintain information and referral resources and other training materials.
- Other duties as assigned.
- Proven ability to organize and support meetings such as preparing agendas, executing meeting and video conferencing tools, preparing minutes, following up on action items, and maintaining correspondence files.
- Skilled in drafting, proofreading and editing written materials such as letters, reports, general correspondence, or other documents.
- Ability to set priorities, meet deadlines, and multitask assigned tasks efficiently, independently, and pursuant to instructions.
- Proven ability to operate and troubleshoot general office equipment, including but not limited to printers, fax machine, conference phones with minimal supervision.
- Answer, screen, and direct incoming calls and take detailed messages.
- Ability to effectively communicate with callers regarding factual situations and provide responsive information in a sensitive manner.
- Associate degree in related field or equivalent and minimum of two years of combined receptionist, secretarial, administrative assistant or other related experience involving public contact and primary support to an individual or department.
- Ability to maintain confidentiality and to exercise considerable judgment and discretion.
- Excellent critical thinking skills; proven ability to find a solution for or to deal proactively with work-related problems.
- Intermediate level of proficiency in Microsoft Office Suite products.
- Experience using a Web-based Office Suite to enable collaboration, data management, and information management for an executive and/or a diverse team.
- Strong verbal, written, and interpersonal communication skills
- Ability to occasionally work before 9 am and/or after 5 pm
- Experience working in non-profit organizations
- Demonstrated understanding and sensitivity to or experience working with people with disabilities
- Demonstrated understanding and sensitivity to or experience working with persons from diverse ethnic communities or groups who have been historically underrepresented.
- Demonstrated ability to speak another language in addition to English with a strong preference for ASL or Spanish.
Interested applicants for this position must upload a cover letter, resume (with three references), and a short writing sample through the form below:
All applications will be kept confidential.
Positions will remain open until filled. Applications will be reviewed on a rolling basis.
DIVERSITY AND INCLUSION MISSION STATEMENT
DLC is committed to protecting the fundamental human rights of its clients by providing zealous advocacy and excellent representation. In fulfilling our mission, DLC is committed to fostering diversity at all levels of the agency. We are dedicated to understanding our clients’ diverse circumstances and meeting their needs. We are also committed to maintaining an inclusive environment that supports success and the well-being of all of our staff. DLC’s leadership is responsible for ensuring diversity, inclusion, and equity. Individuals with disabilities and individuals from diverse ethnic and cultural backgrounds are strongly encouraged to apply.
Disclaimer: The purpose of this position description is to serve as a general summary and overview of the major duties and responsibilities of the job. It is not intended to represent the entirety of the job nor is it intended to be all-inclusive. Management reserves the right to modify, or rescind, this position description at any time, with or without prior notice.