Job Opening

Administrative Assistant

Position Summary

Provides administrative support to Executive Director, Marketing Director, Executive Assistant, Client Services Administrator, and Finance and Program Manager.

Mon.-Fri. 9am-5pm, 35 hours per week.

Essential Responsibilities

  • Provide administrative support to agency staff.
  • Assist with answering incoming phone calls by answering questions or directing callers to the appropriate staff and providing follow-up customer service in a prompt and thorough manner.
  • Prepare daily spreadsheet to be sent to TCVA (data-entry).
  • Maintain digital files: add or update contact information in the database for current or prospective clients or new attorneys; generate correspondence with contacts, and maintain information in paperless document management system.
  • Manage office work flow: Process incoming mail and faxes and direct to the appropriate staff person, order office supplies as needed, make copies, scan documents, and coordinate with external vendors (e.g. courier, recycling, shredding).
  • Handle all aspects of mail: Pick up mail from PO Box, drop off letters and packages to be mailed at the Post Office; mail out prepared letters and packets with enclosures, and mail out disbursement checks to vendors and individuals.
  • Customer service: Communicate with clients regarding checks received, low trust balances, change to Medicaid/SSI benefits and outstanding checks; mail out Payment Request Forms if a client request blank forms, update client addresses/phone numbers in database and notify address changes to TCVA via email; prepare and mail DSS/SSA packets for new clients.
  • Perform any follow-up tasks including mailing packets of information and letters or sending follow-up emails.
  • Prepare deposits that are received for funded trust accounts; follow closing procedures for accounts closed due to the depletion of funds.
  • Backup to the Executive Assistant when he/she is out of the office.

The essential responsibilities require the following Knowledge/Skills/Abilities:

  • Intermediate computer skills including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and willingness to learn how to use organization’s database.
  • Strong attention to detail for narrative text (spelling, punctuation, etc.).
  • Ability to read and interpret data, learn and apply new information and/or skills.
  • Good organizational and time management skills (able to manage multiple tasks concurrently, adapt to changing priorities, and meet deadlines).
  • Excellent customer service skills and ability to communicate verbally and in writing with the general public and people with disabilities.

Level of Education

  • BA/BS degree

How to apply:

Send a cover letter and resume to Ms. Joanne Marcus, Executive Director: