Housing Unit-Technical Assistant/Secretary

Location: Philadelphia, PA

Type: Full Time

Min. Experience: Entry Level

        Overview of position

        Tasks will include but are not limited to:

  • Answering Housing Unit Phone Line
  • Answer live and return voicemails for Housing Unit Phone Line to triage calls and forward messages to Housing Unit staff. 
  • Provide information on walk in hours and direct callers to intake or other services.

 File Maintenance

  • Assist Housing Unit staff in sending letters to clients reminding them of upcoming court dates and providing follow up information after court dates.
  • Assist Housing Unit staff in closing files after completion of representation and ensuring completeness of all documents uploaded to client computer tracking system.

         Office tasks:

  • Copy editing/proofreading
  • Backup IT support
  • Meeting scheduling and logistics
  • Taking and distributing meeting notes
  • Assembling materials for meetings
  • Compiling data and reports for various contracts
  • Help with mailings

         Required Skills and Abilities:

  • Excellent organizational skills
  • Excellent verbal and written communication skills
  • Ability to manage multiple tasks, deadlines and priorities
  • Fast learner and someone who can adapt to and excel in a fast changing environment
  • Strong background in planning and/or coordinating trainings, outreach, or other community focused engagements
  • Experience with relationship building and relationship management
  •             Experience effectively managing volunteers

 

             Other  Essential Functions of this job:

 

        Document Production:

  • Compose and type correspondence of a routine nature
  • Assemble office forms and/or statistics, and files and transmits to others as needed and appropriate.
  • Uses word processing and other software programs such as Excel, Word, and PowerPoint to produce documents
  • Run reports in Legal Server

          Clerical:

  • Operate and maintain office machinery necessary to complete assignments, such as fax, photocopy, scan and type
  • Sort and distribute mail
  • Maintain office supplies, route supply requisitions, purchase orders and check requests
  • Perform minor maintenance of office equipment
  • If licensed, notarize documents

          Case Management and Calendaring:

  • Opens and/or closes cases for case handlers and performs conflict checks.
  • Maintains court and/or office calendars and tickler systems for designated staff members.
  • Maintains records of unit intake.
  • Maintains follow up records relating to legal matters in progress and ensures that legal requirements and deadlines are met.
  • Is familiar with the court and administrative agency systems and practices, files papers as required.

          Database Management/Statistical Analysis:

  • Database management, including data entry, maintain mailing lists, report generation and statistical analysis.
  • Establishes and/or maintains filing systems, appointment calendars, and master calendar systems

         Miscellaneous:

  • Performs additional functions and other duties as requested
  • No formal supervision responsibility.  Responsibility for one’s own work product and work within the unit.

         Skills and Abilities To:

  • Provide unit staff with a comprehensive level of secretarial and administrative support to ensure that work is produced in an accurate and professional manner.
  • Provide a positive interactive liaison between the case handlers and their clients and other professional.
  • Ensure that there is a flexible flow of support around the daily activities faced by CLS staff.
  • Provide mentoring assistance to new staff members as appropriate and necessary in order to ensure consistent staff development.
  • Spell, punctuate and use grammar proficiently.
  • Be dependable, show initiative and concern for the interests of clients.
  • Work cooperatively with other staff.
  • Organize information in a clear and concise manner.
  • Deal with people in a non-judgmental, empathetic, patient and understanding manner, which shows sensitivity, tact and professionalism.
  • Exercise superior judgment, creativity and decisiveness.
  • Be efficient in an environment that is subject to many interruptions.
  • Establish, organize and maintain files.
  • Speak clearly, concisely and effectively; listen to and understand information and ideas as presented verbally.
  • Communicate information and ideas clearly and concisely in writing; read and understand information presented in writing.
  • Maintain a good attendance record and be punctual for the start of the business day and upon returning from lunch and breaks.

 

        Additional Position Requirements

  • High school diploma or GED
  • Demonstrated ability to type 55 wpm
  • A minimum of three (3) years secretarial experience preferred

 

To Apply: CLS will accept applications on a rolling basis until the position has been filled. You can submit your application on CLS’s website online at: https://clsphila.org/about-cls/available-positions/  OR  submit your application below by clicking "Apply Now

 

What to Include in your application:Please include a cover letter, resume, three professional references and one brief writing sample (10 pages or less).  Community Legal Services values a diverse work environment and strongly encourages women, people of color, people who identify as LGBTQ, people with disabilities, people who have experienced poverty or homelessness and people who have had prior contact with the juvenile, criminal, or child welfare systems to apply.  CLS invites all applicants to include in their cover letter a statement about how your unique background and/or experiences might contribute to the diversity, cultural vitality, and perspective of our staff and legal services practice.

 

This is a full-time position covered by the collective bargaining agreement between Community Legal Services, Inc. (CLS) and the National Union of Hospital and Health Care Employees, AFL-CIO and its affiliate District 1199C. The current minimum starting salary is $37,100 for entry-level applicants but that salary is subject to change or adjustment if an applicant has relevant years of experience and according to the provisions of the current collective bargaining agreement.  Raises and benefits are also governed by that agreement.

 

Community Legal Services, Inc. is an equal opportunity employer.  CLS, Inc. does not discriminate in the selection of employees on the basis of race, color, religion, gender, sexual orientation, sexual identity, genetics, age, national origin, disability, or veteran status.  In addition to federal law requirements, CLS complies with all applicable state and local laws governing nondiscrimination in employment.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training. 

 

 

 

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