Administrative Assistant

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POSITION ANNOUNCEMENT

Administrative Assistant

FreeState Justice is seeking a part-time Administrative Assistant who cares deeply about LGBTQ+ people to support an active office environment, maintaining financial records, and providing administrative support to a legal services team of a small, social justice oriented, legal services and advocacy non-profit.  The Administrative Assistant will work directly under the supervision of the Executive Director.  The position is grant funded through the Governor’s Office of Crime Control and Prevention.  We seek an organized and independent candidates who have a deep passion for social justice and a commitment to serving clients with low- or limited-incomes.

Position Summary: The Administrative Assistant provides administrative support to the legal department, manages the office environment, support financial processes, and assists human resources functions.  This key member of FreeState’s team helps keep the organization running efficiently.

About FreeState:  FreeState Justice is a 501(c)(3) social justice organization that envisions a Maryland where people across the spectrum of lesbian, gay, bisexual, transgender, and queer identities are free to live authentically, with safety and dignity, in all communities throughout our state. Our work brings to the forefront the experiences of those of us at greater risk for discrimination, such as youth, communities of color, individuals with low-incomes, and transgender and gender non-conforming people.

FreeState Justice provides free legal representation and policy advocacy in areas arising from a person’s LGBTQ status, such as health care discrimination, safe and equal access to school services, family law matters, name and gender changes, and discrimination in places of public accommodation.  Services, both legal and policy-focused, are provided by staff attorneys, as well as by volunteer attorneys who serve on FreeState’s pro bono panel, and student interns.

More information about the organization can be found at www.freestate-justice.org.

Reports To: Executive Director

Responsibilities:

Administrative Support to Legal Department                                  

  • Support client intake and manage client communications.
  • Assist with scheduling client meetings with attorneys and following-up with clients.
  • Updating and maintaining client and case information and files.
  • Support the preparation and submission of required grant reporting.

Office Management                                                                                                       

  • Manage day-to-day operations of an active office environment, including answering phones, welcoming visitors and clients, ordering supplies, providing printer and technology support, responding to email and website inquiries, managing office correspondence, managing the office environment, and managing vendor relationships.
  • Maintain and update office systems and office operations manual.
  • Manage organizational registrations and compliance requirements.
  • Support data entry into our constituent relationship management system.

Support Financial Processes                                                                                    

  • Manage, update, and maintain accurate financial records, including managing expenditures, reimbursements, and donations; preparing checks and invoices; and working with FreeState’s accountant to produce accurate financial data, tax filings, and audits.

Support Human Resources Functions                                                                  

  • Facilitate benefits administration, including payroll, health insurance, retirement benefits, and other employee benefits and pay needs; liaise with payroll services contractor; support the scheduling, planning and logistics of internal team meetings, annual planning activities, staff professional development, and meetings of the Board of Directors.

Qualifications:  An ideal candidate will possess the following qualities:

  • Demonstrated commitment to serving low-income communities, including experience working with low-income transgender people, people of color, and other marginalized populations.
  • Experience with Microsoft Office suite, including but not limited to Word, Excel and Outlook.
  • Loves being organized with strong attention to detail and time management skills.
  • Self-motivated to problem solve and prioritize.
  • Professional verbal and written communications skills.
  • Ability to work in an environment where maintaining client confidentiality is critical.
  • Ability to improve organization and efficiency in a working environment.
  • Ability to communicate warmly and professionally with others even in high stress situation.
  • Previous experience in a role requiring good customer service preferred but not required.
  • Previous experience working in an office or providing administrative support and/or financial record-keeping a plus.
  • Previous experience working in a legal environment a plus.

Salary:  The hourly rate for this position is $15 per hours.

Schedule:  The Administrative Assistant will be expected to work approximately 25 hours per week with some flexibility during busy times of year.  The staff member will be expected to work on Tuesdays to support client intake.  Beyond Tuesday, the position’s schedule can be flexible within the hours of 8:00 am and 6:00 pm.  Occasionally, evening and weekend hours may be required.

Benefits:  This position offers 10 days of paid leave.  This position does not include health care benefits.

How to Apply:  Interested candidates should send a letter of interest, resume, and list of three references to Ashley Flores-Maldonado at afmaldonado@freestate-justice.org and complete a candidate intake form at the following URL: https://goo.gl/forms/QzoxDmmN8kiCEQHD2.  If necessary, questions may be directed via email to Ashley Flores-Maldonado; no calls please.  More information about the organization can be found at www.freestate-justice.org.

Applications will be accepted until November 21. Candidates will receive an email confirming receipt of their application.  We anticipate that the final interviews for this position will occur the week of November 26, and hope to make an offer by the week of December 3.

Equal Opportunity Employer: FreeState Justice is an equal opportunity employer and does not discriminate on the basis of sex, sexual orientation, gender identity or expression, race, ethnicity, national origin, religion, disability, HIV status, or any other status protected by applicable law.  Transgender people, people of color, and people with disabilities are strongly encouraged to apply.