FRONT-DESK RECEPTIONIST/ADMINISTRATIVE ASSISTANT

Philadelphia Legal Assistance (PLA) strives for excellence in the delivery of legal services. The Receptionist/Administrative Assistant plays an integral role in the delivery of high-volume, high- quality legal services.

The Receptionist/Administrative Assistant is part of a four-person administrative team. PLA’s goal is that the team be well organized, self-motivated, and efficient.

This is a fully onsite position. Business hours are Monday – Friday, 9AM-5 PM.

RESPONSIBILITIES

  • Answer phones, take messages, transcribe voice mail messages, return calls on behalf of attorneys and paralegals.
  • Handle incoming mail and other material.
  • Prepare mailings.
  • Maintain schedules and calendars.
  • Arrange and confirm appointments.
  • Implement and maintain office systems, including filing systems.
  • Maintain proficiency with technology, including word processing software, spreadsheet software, telephones, scanners, copiers, and office equipment.
  • Create cases in our case management system, create file folders for cases, deliver labeled file folders promptly to advocates.
  • Photocopy and/or scan client documents for the case file.
  • Make corrections to case information in our case management system.
  • Give tours of the office to new staff; train new staff about standard office procedures, supplies and resources; and be available to answer questions and provide additional training when necessary.
  • Manage, operate, and train others to operate office equipment, including multifunction devices (photocopiers), telephone system, voice mail system, and postage machine.
  • Arrange for IT assistance or repair service when office equipment (computers, photocopiers, etc.) does not work properly.
  • Monitor inventories of supplies and ensure that supplies are ordered before they run out.

QUALIFICATIONS

  • High school diploma or equivalent.
  • Attention to detail.
  • Good customer service orientation.
  • Reliable and dependable with a solid history of good attendance.
  • Ability to handle a wide variety of tasks in an efficient and organized manner.
  • Good telephone manner, (e.g., compassionate and patient with clients).
  • Ability to perform tasks for several different advocates with varying degrees of responsibility.
  • Team player, self-starter, and problem solver.
  • Ability to speak Spanish required.

SALARY AND BENEFITS

Salary is commensurate with years of experience. PLA fully pays for health coverage for employees and their dependents and offers generous holiday and leave benefits as well as retirement contributions.

APPLICATION PROCESS

PLA 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. PLA 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.  Interested applicants should email a cover letter and resume, preferably in one PDF document, to: work@philalegal.org.