Health & Independence and Energy Units- Administrative Coordinator
Community Legal Services of Philadelphia
Location: Philadelphia, PA
Type: Full Time
Min. Experience: Entry Level
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.
CLS seeks to hire an Administrative Coordinator to perform the day-to-day administrative operations for the Health & Independence (H&I) and Energy Units. This is a new position, and the full range of job duties will evolve based on the needs of the units. Accordingly, the ideal candidate will enjoy thinking creatively about how to build systems that support high-volume, high-caliber legal work.
JOB DUTIES AND RESPONSIBILITIES
Responsibilities will include:
- Coordinating the H&I Unit’s intake system, including making intake calendars and assigning staff to conduct and complete intake and monitoring phone intake;
- Responding to inquiries for assistance from the units with the highest level of customer service engagement;
- Opening new files within case management system for existing clients and, in some cases, new clients;
- Sending important case documents to clients, such as retainer agreements and releases tracking receipt of documents, and making follow-up calls as necessary;
- Ensuring that client files meet compliance standards, which will include assisting advocates with obtaining needed documents;
- Conducting basic client communications both orally and in writing;
- Creating and running data reports in our case management system for internal and external stakeholders, including funders;
- Compiling and organizing resources for the units, including training materials, sample letters, and litigation documents, etc.;
- Performing some scheduling functions for the units, including scheduling unit and team meetings, and maintaining a unit calendar; and
- Conducting administrative work and other duties for the units as appropriate.
SKILLS AND ABILITIES TO:
- Work cooperatively and professionally with staff and clients;
- Prioritize work as needed to respond to the needs and interests of two separate units;
- Provide both unit staff with a comprehensive level of secretarial and administrative support to ensure that work is produced in an accurate, timely and professional manner;
- Communicate information and ideas clearly and concisely in writing, and to read and understand information presented in writing;
- Manage an independent workload and to solve problems proactively and with good judgment;
- Tackle work in creative ways, including by creating new systems to streamline workflow and find new efficiencies;
- Work effectively in an environment that is subject to frequent interruptions.
- High school diploma or GED
- Exceptional organizational skills, including calendaring and task and file management
- Excellent verbal and written communication skills
- Knowledge and skills in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and initiative to improve and maintain proficiency.
- Strong independent writing skills
- Three (3) or more years of secretarial or administrative experience
- Fluency in writing and speaking a language other than English, preferably Spanish, is 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 from current or former supervisors, 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.
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. CLS asks for a minimum two-year commitment from individuals who accept an offer of employment. The current minimum starting salary is $41,460 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.
CLS offers a very generous and competitive benefits package including 100% employer paid medical insurance for employee and family, coverage for gender affirming care, life insurance, short/long-term disability benefits, a 403(b) retirement plan with employer contribution, and generous leave package.
CLS offers a hybrid work environment where staff work both in the office and remotely each week. We see advantage in the flexibility for staff to work in their most efficient and comfortable environment, and we value the importance of coming together to build community, mentor and learn from colleagues in each unit, and connecting with our talented staff across a wide range of expertise.
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.
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