Administrative Coordinator- Family Advocacy Unit

Community Legal Services, Inc. of Philadelphia (CLS) seeks to hire an Administrative Coordinator to join as an integral member of our Family Advocacy Unit (FAU), assisting advocates in providing effective and responsive client services. The Administrative Coordinator will be based out of CLS’s Logan Square Law Center office and will provide administrative support for the unit, regularly interacting with internal and external parties.

Community Legal Services, Inc. of Philadelphia (CLS) is a non-profit public interest agency providing free civil legal services to low-income Philadelphia residents. As the largest provider of free civil legal services in the Philadelphia area, CLS is both locally and nationally renowned as a premier legal services provider dedicated to ensuring access to justice for all low-income individuals and communities. CLS has ten legal units covering a wide range of civil legal services.

JOB DUTIES AND RESPONSIBILIITIES:

Responsibilities will include:

· Providing information to callers seeking CLS’s services with the highest level of customer service engagement.

· Assisting with operating the Family Advocacy Hotline.

· Performing initial screening of client eligibility for CLS services.

· Greeting clients in a friendly and respectful manner and gathering necessary information to determine eligibility for CLS’s services.

· Answering and routing telephone calls in a prompt, professional and friendly manner.

· On occasion, making appropriate legal and non-legal referrals to appropriate agencies or organizations, including other public interest law firms and government agencies.

· Communicating with administrative staff at Family Court regarding incoming case assignments.

· Opening client files in CLS’s case management system and completing conflict checks.

· Accessing client databases to identify case-handlers and input notes where appropriate.

· Closing and maintaining files in accordance with standard office procedure for file maintenance and storage and retrieving closed files at case-handlers’ request.

· Conducting basic client communications both orally and in writing. This may include obtaining client documents and introductory information about a client and their case, communicating with clients regarding important meetings and hearings, and sending closing letters.

· Ensuring that files meet compliance standards by assisting advocates with obtaining needed documents, assisting with closing files, and providing electronic and paper filing assistance.

· Performing scheduling functions for the unit and managing attorney.

· Data entry for the FAU data project and other administrative data maintenance tasks.

· Providing back up IT support; assisting with virtual meetings, webinars, workshops, etc.

· Performing other administrative work for the unit as needed.

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 case handlers, clients, and other professionals.

· Ensure that there is a flexible flow of support around the daily activities faced by CLS staff.

· Be dependable, show initiative and concern for the interests of clients.

· Work cooperatively with other staff.

· 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.

· Communicate information and ideas clearly and concisely verbally and in writing.

· Manage multiple tasks, deadlines and priorities and thrive under pressure.

· Operate and maintain office machinery necessary to complete assignments.

REQUIRED QUALIFICATIONS:

· High school diploma or GED.

· Demonstrated ability to type 55 wpm.

· Experience with relationship building and relationship management.

· Excellent verbal and written communication skills.

· Fast learner and ability to adapt to and excel in a rapidly changing environment.

· Knowledge and skills in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and initiative to improve and maintain proficiency.

PREFERRED QUALIFICATIONS:

· A minimum of three (3) years secretarial experience preferred.

· Spanish fluency helpful but not required.

· Familiarity with the court and administrative agency systems and practices helpful but not required.

To Apply: CLS will accept applications on a rolling basis until the position is filled.  You can submit your application on CLS’s website online at https://clsphila.org/careers/  or by clicking "Apply Now" below

What to Include in your application: Please include a cover letter, resume, three professional references (at least two being past or current supervisors) identifying your relationship, and one brief writing sample (10 pages or less).  

CLS 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.  

Compensation: This is a full-time position covered by the collective bargaining agreement between CLS and the National Union of Hospital and Health Care Employees, AFL-CIO and its affiliate District 1199C. The current minimum starting salary is $45,780 for entry-level applicants, which increases with relevant years of experience and according to the provisions of the current collective bargaining agreement. CLS asks for a minimum two-year commitment from individuals who accept an offer of employment. 

Benefits: CLS offers a very generous and competitive benefits package including 100% employer paid medical (including gender affirming care), life, and short/long-term disability benefits, a 403(b)-retirement plan with employer contribution, and a generous leave package, including 13 paid holidays and five personal holidays each year.  

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, transfer, leaves of absence, compensation, and training