Office Support Specialist

TITLE: Office Support Specialist

LOCATION: Pilsen, Brighton Park, North Riverside

Regular travel to other sites will be required

REPORTS TO: Executive Administrative/Operations Manager

JOB TYPE: Part-Time

FLSA STATUS: Non-Exempt

PAY RANGE: $18 - $21/hour, commensurate with experience

SCHEDULE: Schedule: Part-time; 20–25 hours per week. Core hours to be scheduled within standard office hours (9:00 AM – 5:00 PM, Monday through Friday), with occasional evenings/weekends as needed for events.

Position Summary

The Office Support Specialist plays a key role in ensuring smooth daily operations by providing administrative, clerical, and front desk support on a part-time basis. As the first point of contact for visitors and callers, this position creates a welcoming and professional environment while also assisting staff across programs with essential administrative tasks. Responsibilities include managing correspondence and records, coordinating office supplies, supporting event logistics, and assisting with onboarding and technology coordination. The ideal candidate is highly organized, detail-oriented, and customer-service oriented, with strong communication skills and the ability to balance multiple priorities in a fast-paced, mission-driven workplace.

Key Responsibilities:

• Responsibilities will be scaled based on part-time hours, with priority placed on reception, administrative support, and office coordination.

• Serve as the first point of contact for visitors, callers, and general inquiries, ensuring a welcoming, professional, and trauma-informed environment.

• Greet and assist all visitors entering the building, determine the purpose of their visit, and connect them with the appropriate program or staff member.

• Respond promptly and professionally to incoming telephone calls during assigned hours, accurately routing calls, taking messages, or providing requested information.

• Monitor and forward voicemail messages to the appropriate staff member on a timely basis.

• Provide general administrative support to staff, including collecting and maintaining weekly employee schedules for reference.

• Monitor, log, and process incoming and outgoing mail, deliveries, and operational correspondence, notifying staff of items for pickup.

• Maintain organized, stocked, and tidy common areas; coordinate office supply inventory and place orders as needed.

• Secure the building at closing time, following safety and security protocols.

• Maintain up-to-date organizational contact lists and records, ensuring accuracy and confidentiality.

• Provide logistical and administrative support for volunteer coordination as needed.

• Support onboarding of new staff, interns, and volunteers by preparing workspaces, materials, and access to systems.

• Assist with IT coordination, including basic troubleshooting, equipment set-up, and communication with external tech support as needed.

• Participate in ongoing training related to trauma-informed care, crisis response, customer service, and administrative systems.

• Follow safety protocols and respond appropriately in crisis or emergency situations, ensuring the well-being of staff, participants, and visitors.

• Collaborate with other team members to support cross-functional tasks, special projects, organizational events, and internal initiatives that strengthen administrative efficiency.

• Model confidentiality, professionalism, and a client-centered approach in all interactions.

• Other duties as assigned.

Qualifications & Skills

• Strong organizational skills with exceptional attention to detail and accuracy.

• Ability to work independently, anticipate needs, and manage multiple priorities and deadlines.

• Excellent written and verbal communication skills; strong interpersonal and customer service orientation.

• Proficiency with Microsoft Office Suite, Google Workspace, and virtual meeting platforms (e.g., Zoom); experience with technology troubleshooting preferred.

• Knowledge of basic office equipment (printers, copiers, scanners)

• Collaborative, flexible, and able to work effectively with others in a mission-focused environment

• Ability to handle sensitive and confidential information with discretion and professionalism.

• Bilingual (English/Spanish) required.

Education & Certifications

• Associate’s degree in Business Administration, Office Management, or a related field required; Bachelor’s degree preferred

• 2 years of experience in administrative support, office coordination, or operations

• Certified Administrative Professional (CAP) or similar certification a plus but not required

• Experience in nonprofit or mission-driven organizations preferred

Physical Requirements & Working Conditions

• Must be able to occasionally lift items weighing up to 20 lbs.

• Travel to other Mujeres office locations

• Work evenings and weekends as needed

About Mujeres Latinas en Acción

Founded in 1973, Mujeres Latinas en Acción is one of the longest-standing Latina-led organizations in the nation, providing culturally responsive services that empower survivors of gender-based violence, promote leadership, and advance community advocacy.

Mission: Mujeres Latinas en Acción empowers Latinas by providing services that reflect their values and culture and by being an advocate on the issues that make a difference in their lives.

How to Apply

Ready to join our team? Apply now by submitting your application, including your resume and a cover letter to ldiaz@mujereslat.org. Candidates selected for consideration will be contacted for an initial interview, followed by a second interview if applicable. We look forward to receiving your application.

Mujeres Latinas en Acción is an Equal Opportunity Employer. We welcome and encourage applications from individuals of all backgrounds. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, marital status, pregnancy, military status, or any other protected characteristic under applicable law.

If you require a reasonable accommodation to complete the application or interview process, please contact us at mujeres@mujereslat.org. All your information will be kept confidential according to EEO guidelines.

As part of Mujeres pay equity commitment, it’s our policy that upon offering employment, we do not negotiate salary or benefits.

Job Type: Part-time

Pay: $18.00 - $21.00 per hour

Expected hours: 20 – 25 per week

Work Location: In person

Salary : $18 - $21