Job Overview:

The Administrative Assistant role performs tasks under the direction and supervision of the Front Office Lead. The Administrative Assistant serves as the first point of contact for all communications and interactions to help gather information for OCJ programs as assigned regarding needs, scheduling, processing payments, access to our programs and helps us to measure the success of our programming and provides overall assistance to further the organization’s legal services.

This role requires the employee to be highly organized, detail oriented and capable of meeting deadlines. The Administrative Assistant reports to the Front Office Lead.

Tasks Guidelines and Essential Functions

Below is a description of the tasks typically performed in this position; the essential functions are identified by a double asterisk (“**”). Essential functions are the reason why the position exists; an employee must perform the essential functions with or without reasonable accommodations.

• ** Manage and perform daily tasks such as monitoring phone lines, text and voicemails; answering calls, assisting with client intake processes, scanning, mailing and/or arranging for delivery of legal correspondence to appropriate recipients, as well as separating scanned mail into folders online.
• ** Provide support to the front office/program team as needed with filing, collecting payments, scheduling and keeping the office organized. Client profile creation in management platform system.
• ** Collect information, create surveys and tabulate data collected from clients or the communities we serve in Florida. Keep records of data collected by program.
• Work with program coordinators, interns and the Executive Director in the execution of events and programming to serve the community. Including but not limited to calls, booking locations, and outreach efforts.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without previous notice.

Required Education and Experience

Associate degree or equivalent relevant experience.

Qualifications (Knowledge, Skills, Abilities)

• Coordination: Ability to adjust actions in relation to others' action and & allocate time appropriately to different tasks
• Communication: Ability to communicate information and ideas in writing and orally, to supervisors, co-workers, and clients by telephone, in written form, e-mail, or in person
• Computers and Electronics: Ability to use computers, search engines and computer systems and programs, and to enter data or process information; Proficient in Microsoft Office Suite, Adobe, Google Workspace.
• Problem Sensitivity: Ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Time Management: Ability to manage one's own time and prioritize activities.
• English & Spanish Languages: Fluent in both English and Spanish, with excellent written and verbal communication skills in both languages.
• Active Learning: (Skill) Understanding the implications of new information for both current and future problem-solving and decision-making.
• Service Orientation: (Skill) Actively looking for ways to help people.

Work Environment

This job operates mostly in an office environment. In this role the employee routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, etc.

Physical Demands & Travel Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is required to talk, write and hear constantly.

Travel is primarily local during the business day. Occasional out-of-the-area, overnight travel and out of the state travel may be expected. The employee must possess a valid state-authorized driver’s license.

AAP/EEO Statement

Orlando Center for Justice provides equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, creed, color, national origin, sex, pregnancy, sexual orientation, gender identity, age, ancestry, physical or mental disability, genetic information, marital status or any other classification protected by applicable local, state or federal laws.

Must possess work authorization according to the United States Immigration and Nationality Act.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance

Ability to Commute/Relocate:

• Orlando, FL 32807: Reliable commute or planning to relocate before starting work (Required).

Job Type: Full-time

Pay: From $15.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Orlando, FL 32807: Relocate before starting work (Required)

Work Location: In person