Advokids' Intake and Administrative Specialist

About Advokids

Advokids is the only non-profit legal advocacy organization in California dedicated to securing the safety and well-being of children and youth in the foster care system. We provide the only free statewide legal helpline, legal trainings and online child welfare legal library for anyone concerned about a child in foster care or at risk of entering care. We advocate for systemic reform of the child welfare system to benefit all children in the state.

Advokids fights for every foster child’s right to safety, security, and a permanent home.

Job Purpose

The Intake and Administrative Specialist reports to the Legal Helpline Staff Attorney with support from senior staff. The person in this role serves as Advokids’ first point of contact for our Helpline callers, who are concerned adults seeking to advocate for a child in foster care or at risk of entering care. The Intake and Administrative Specialist also coordinates and supports all office systems and implementation functions.

Expectations & Benefits

This is a full time, non-exempt position working 32 hours per week, Monday - Thursday. Advokids supports a healthy work-life balance and has implemented a 4 day workweek for staff. Compensation is $35-$40 per hour depending on experience, equating to $58,000 - $66,000 annually. Advokids offers its employees a monthly Health Care Costs Reimbursement Program, 401k plan, 4 weeks of PTO annually, plus 12 paid holidays.

Duties & Responsibilities

Advokids Legal Helpline Management

• Serves as the primary manager and central point of coordination for Advokids’ Legal Helpline
  • Acts as the main point of contact for all helpline inquiries via phone, email, and online intake forms
  • Conducts all initial client screenings, through both “intake” interviews and online submissions in Salesforce
  • Sends client welcome communications and next-step guidance
  • Assigns and task cases to Staff Attorneys
  • Enters all new cases into Salesforce and prepares and distributes Hotline data reporting

Operations & Program Support

• Assists with Salesforce program data tracking, analysis and reporting (cases, counties, outreach impact)
• Sets up, distributes and compiles Advokids’ statewide surveys to constituents on SurveyMonkey and oversees integration of survey data into Salesforce
• Coordinates Advokids’ Trainings (online and in-person)
• Oversees and manages volunteer and non-legal interns
• Manages website updates on WordPress (content, images, design)
• Identifies gaps and implement process improvements across the organization

Office Administration

• Answers Advokids’reception line and answers questions/directs calls as necessary
• Monitors and responds to all inquiries submitted to organizational email
• Coordinates weekly staff meetings, including running salesforce reports for weekly meeting agenda and weekly caseload
• Provides administrative support with printing, filing, copying and meeting notes
• Assists with onboarding new staff and setting up necessary accounts and technology
• Manages office supply inventory and ordering

Required Skills:

• Salesforce/CRM Management
  • Data entry, analysis, case management, and reporting
  • Familiarity with “flow” automations/processes
• Administrative & Operations
  • Experience supporting day-to-day office operations
  • Ability to manage multiple tasks and follow through independently
• Survey Management
  • Experience with tools (SurveyMonkey or similar) for survey/data collection and analysis
• Project Management
  • Self-starter and proactive problem solver
  • Strong project management skills
• Communication
  • Strong written and verbal communication skills
  • Proficient in business correspondence and communications
• Technology
  • Experience using Google Suite, Zoom, Adobe, Dropbox, WordPress, Canva and/or an eagerness to learn quickly
• Language Proficiency
  • Spanish Fluency (strongly preferred)

Qualifications

• 2-3 years of prior professional experience in client service, administrative support, data management and/or related fields
• Associate degree required, Bachelor’s degree preferred in social service, public administration, or other related field
• Experience managing intake processes, client service, or high-volume administrative processes
• Experience working and communicating effectively with people from diverse backgrounds
• Experience communicating effectively with people in urgent situations
• Dedication to the mission and vision of Advokids
• Knowledge of or an eagerness to learn about the Juvenile Dependency court system
• Experience in non-profit or social services environment preferred

If you’re excited about this role, but your past experience doesn’t align perfectly with every qualification in the job description, we still encourage you to apply.

Advokids supports a healthy work-life balance and has implemented a 4 day workweek for staff. Compensation is $35-$40 per hour depending on experience, equating to $58,000 - $66,000 annually. Advokids offers its employees a monthly Health Care Costs Reimbursement Program, 401k plan, 4 weeks of PTO annually, plus 12 paid holidays.

Spanish Fluency (strongly preferred)