Front Desk Receptionist and Administrative Assistant

Background:

Founded in 1978, SeniorLAW Center is a dynamic nonprofit public interest legal services organization whose mission is to seek justice for older people by using the power of the law, educating the community and advocating on local, state and national levels. We are the only non-profit agency in Pennsylvania wholly dedicated to providing legal assistance to older persons and protecting their legal rights, and one of few in the nation. SeniorLAW Center prioritizes services to older people who are low-income, cultural and racial minorities, the disabled, victims of crime and family violence, and those facing other vulnerabilities and challenges. We fight senior poverty, fraud and homelessness, provide protection from elder abuse and financial exploitation, enable grandparents to raise grandchildren, and improve access to justice.

POSITION SUMMARY:

The Front Desk Receptionist and Administrative Assistant provides front desk reception duties, support for all aspects of our intake services, including welcoming all visitors, scheduled and nonscheduled, answering organization telephone, and providing administrative support to both management and staff as needed.

ROLE-BASED DUTIES AND RESPONSIBILITIES:

• Administrative related:
  • Oversee front desk telephone system for both SeniorLAW Center and CARIE and direct callers to the proper party when needed.
  • Greet visitors to SeniorLAW Center and CARIE
  • Provide general information about SeniorLAW Center to the public and clients.
  • Work with Operations Manager and Development/Communications staff to assist with mass mailings.
  • Reserve meeting rooms and send calendar invitations for meetings.
  • Assist with updating intake resources, including legal directories.
  • Assist with general data entry.
  • Assist with updating and supporting HelpLine messaging with phone carrier (Dialpad).
• Client related:
  • Assist with handling of client intake, including, but not limited to:
  • Retrieve, transcribe, and perform prescreen data entry.
  • Screen and triage walk-in clients.
  • Schedule, confirm and cancel client appointments.
  • Review on-line intake and/or e-transfers.
  • Maintain attorney clinic slots in case management system.
  • Prepare and mailing retainers and letters.
  • Maintain case files and case management database.
  • Scan and upload client documents into case management software.
  • Handle other case or client related tasks, as necessary.
  • Utilize LanguageLine and translation services for LEP clients.
• Additional Responsibilities
  • Participate in scheduled project related meetings.
  • Participate in staff and Legal team meetings.
  • Provide agency-wide administrative support as needed.
  • Help with on-boarding staff as needed.
  • Demonstrate and model commitment to SeniorLAW Center’s mission and values.
  • Participate in SeniorLAW Center’s culture of philanthropy.
  • Help with quality control review, data collection, and reporting.
  • Other responsibilities to further SeniorLAW Center’s mission

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EDUCATION AND EXPERIENCE

• Associate degree (required).
• A. or B.S. (preferred)
• Administrative or client services experience preferred.
• Second language proficiency preferred.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS

• Highly professional, organized, energetic, flexible, and culturally sensitive.
• Excellent writing, organizational, interpersonal and presentation skills
• Interest and ability to work with older adults from different backgrounds.

Work Conditions: This job operates in a professional office environment and requires routine use of standard office equipment and systems, including computers, phones, and photocopiers.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodation. While performing the duties of this job, the employee is occasionally required to stand, walk, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch or crawl; talk or hear. The employee must occasionally lift and/or move objects up to ten pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

This is a full-time non-exempt position based in Philadelphia. Excellent benefits, including fully paid health and dental for employee, long- and short-term disability, 401k, flexible spending plan, and generous holidays and leave time, with a value of over $20,000. Salary range is commensurate with years of experience and SeniorLAW Center’s salary structure: starting salary $40,000.

SeniorLAW Center is an equal opportunity employer and values fostering an inclusive and welcoming workplace in all aspects of our work. SeniorLAW Center prohibits discrimination based on age, race, national origin, color, religion, veteran status, sexual orientation, disability, sex, gender identity, familial status, or any other basis prohibited by law. We encourage people of all backgrounds to apply.