Company/Agency: Tahirih Justice Center
Position: Bilingual Office Administrator (English/Spanish)
Description: The Office Administrator provides critical operational and administrative support, including reception, office administration, office systems and computer troubleshooting, and development support functions. The position is based in the City of Baltimore.
Responsibilities/Duties: Responsible for all front office functions, including handling the telephone switchboard and meeting and greeting office visitors, including clients. Respond to day-to-day caller inquiries including providing referrals to service seekers and information about Tahirih services. Monitor and manage office calendar, voicemail and central email account to ensure timely response. Conduct initial service seeker needs assessments through phone-screenings (often in Spanish) and update service seeker database. Provide general administrative support, including making phone inquiries, preparing email and written correspondence, copying, scanning, faxing, etc. Ensure incoming and outgoing mail is processed daily. Reconcile invoice and credit card receipts for the office and provide reconciliations to national finance staff. Serve as point of contact with building management and service vendors. Maintain all office supplies and equipment. Schedule and organize internal and external meetings, including client appointments, meetings with pro bono attorneys, and training programs conducted by Baltimore office staff. Open client files, assign client codes, and update client database. Communicate staff wide admin/operational announcements and take meeting notes. Assist with recruitment and orientation of volunteers, interns and staff. Assist with maintaining office safety plans. Run occasional errands. Complete other administrative tasks as required. Provide administrative assistance in referring clients to sub-grantee partner in Baltimore for family law and other civil law matters. Provide administrative support for the Baltimore Pro Bono Program including case placement and onboarding new pro bono attorneys. Serve as the local point of contact for all office systems and equipment, including maintenance and training staff on proper operation. Provide initial troubleshooting for office equipment and systems, desktops, and laptops. Escalate problems as appropriate to national operations staff or equipment maintenance vendors. Provide support in the creation and production of communications pieces, such as informational pamphlets for local audiences. Assist with various development administrative tasks, including local event planning and execution, grant proposals and reporting.
Qualifications/Skills: Minimum of one year experience providing administrative and financial support. One year of data entry/database experience. Proficiency in Microsoft Outlook, Excel, and Word is required. Good communication skills, both written and oral. Fluent in Spanish (required). Ability to set priorities and manage multiple projects in a fast-paced environment. Detail oriented and a team player.
Salary/Benefits: To learn more about Tahirih Justice Center and our benefits, please visit www.tahirih.org.
To Apply: To be considered, reference “Office Administrator – Baltimore” in the subject line and attach your cover letter, resume, and at least three (3) professional references to:
Human Resources Department
Tahirih Justice Center
6402 Arlington Blvd, Suite 300
Falls Church, VA 22042
Please note: Candidates applying must have work authorization in the United States. The Tahirih Justice Center is an equal opportunity employer which does not discriminate on the basis of race, national origin, religion, age, color, sex, sexual orientation, disability or veteran’s status, or any other characteristic protected by local, state or federal laws, rules or regulations. Tahirih’s policy applies to all terms and conditions of employment. Men are particularly encouraged to apply.
Company/Agency: Maryland Legal Aid
Position: Administrative Assistant – Housing/Consumer Law
Description: The Baltimore City Housing/Consumer Law Unit of Maryland Legal Aid announces a full-time administrative assistant position to qualified applicants. The Administrative Assistant performs secretarial, clerical and administrative functions. The Administrative Assistant must be detail oriented and work well under pressure while exhibiting a high degree of professionalism.
Responsibilities/Duties: Greets clients and visitors and directs as necessary. Answers phones, takes messages and provides referrals. Maintains appointment schedules with clients for attorneys. Maintains court schedules for attorneys. Enters staff timekeeping. Sorts, distributes, scans and logs incoming and outgoing mail. Enters client information into database. Types legal documents and general correspondence. Proofreads and edits legal documents. Assists attorneys with trial preparation (i.e. exhibit copies). Types and edits meeting and training notes for staff. Maintains upkeep of computers, printers and copiers. Maintains inventory of supplies for unit/office. Maintains, organizes and updates legal forms, brochures and other printed materials. Maintains filing system in file room. Includes routine filing, pulling files, and purging files. Provides temporary coverage for other administrative support positions as needed and assigned. Performs court travel as needed, including, but not limited to, the filing of motions and/or briefs. Keeps work areas neat and clean. Maintains a good working relationship with clients and staff. Other duties as assigned
Qualifications/Skills:High school diploma or GED equivalency with five years experience in an office setting; ability to manage your own time while working independently and as a team player; ability to communicate accurately and clearly both orally and in writing; ability to maintain a pleasant telephone manner with a customer service oriented “can do” approach; knowledge of office procedures and computers, specifically, experience in Microsoft Office; an accurate multitasker with superior organizational skills and accuracy and excellent people skills.
To Apply: Submit a cover letter and resume online at https://home.eease.adp.com/recruit2/?id=15550141&t=1.
Company/Agency: Maryland Legal Aid
Position: Administrative Assistant – District Court Self-Help Center
Description: The District Court Self-Help Center in Baltimore City announces an immediate opening for a full-time administrative assistant position to qualified applicants.
Responsibilities/Duties: Perform secretarial and administrative functions to generally support the work of the Maryland Courts Self-Help Center and the District Court Self-Help Resource Centers in Annapolis, Glen Burnie, Upper Marlboro, Salisbury and Baltimore City. This position will be located in the Baltimore City office of the District Court Self-Help Center. Responsibilities include, but are not limited to, greeting and registering visitors, answering telephone calls, ensuring complete data collection and accurate data entry for five office locations, ordering supplies, maintaining accurate records of case referrals, updating training and leave calendar, coordinating submission of necessary human resources and information technology forms for all staff, and generating reports as needed.
Qualifications/Skills: A high school diploma and two years’ experience in the legal field preferred. Must be proficient with MS Office Suite products, have basic knowledge of office equipment, and have excellent organizational, communication, and interpersonal skills including the ability to maintain a professional demeanor while balancing and completing multiple tasks. Spanish language proficiency preferred.
To Apply: Submit a cover letter and resume online at https://home.eease.adp.com/recruit2/?id=15550241&t=1.
Company/Agency: Maryland Legal Aid
Position: Executive Administrative Assistant – Grants & Compliance
Description: The Executive Unit of Maryland Legal Aid announces a full-time administrative assistant position to qualified applicants. Under the direction of the Director of Program Development and Compliance, the Grants Executive Assistant provides administrative support necessary for the development, completion, submission and monitoring of federal, state and local government grants and contracts.
Responsibilities/Duties: Provide administrative support for the development, completion, and submission of government grant proposals and contracts. Collect and compile internal data related to timekeeping, training hours, number/type of cases, and outcomes associated with each grant/contract, in order to prepare reports required under government grant/contract requirements. Interface with office chiefs and relevant staff for coordination of relevant data and information. Organize and maintain up-to-date and detailed electronic and hard copy grant/contract records and files, including proposals, contracts, reports, and invoices submitted and received. Coordinate site visits and audits required under grants/contracts with external funders and relevant internal program and administrative staff. Maintain grant/contract calendar and schedule internal and external meetings, trainings, and audits related to the Program Development and Compliance unit. Coordinate and book travel for certain staff and maintain training records related to certain grants/contracts. Prepare documents and correspondence for funders and other contacts as required. Manage staffing information related to grants/contracts, prepare internal administrative forms, order external certificates as needed, and order supplies. Prioritize duties and multiples tasks in a timely manner, meeting deadlines and managing supplemental data/materials required for proposals. Support the work of the Program Development and Compliance department and perform other related duties as assigned.
Qualifications/Skills: B.A. and up to three years of relevant experience in a professional setting: strong interpersonal, organizational, and written and verbal communication skills; the capacity to multi-task, prioritize, problem-solve, and maintain a high level of confidentiality; a thorough working knowledge of Microsoft Office Suite, including Outlook, Excel, and Word. Must be interested in working in a mission focused nonprofit environment and must be available to work occasional evenings and/or weekends if required.
To Apply: Submit a cover letter and resume online at https://home.eease.adp.com/recruit2/?id=15550361&t=1.
Company/Agency: Maryland Legal Aid
Position: Full-Time Administrative Assistant – Rockville
Description: The Montgomery County office of Maryland Legal Aid announces a full-time administrative assistant position to qualified applicants who can perform receptionist, clerical, administrative and light secretarial duties.
Responsibilities/Duties: Greets clients and visitors, answers multi-line phones, takes messages, and provides referrals. Assists with scheduling and maintains appointment logs and other office schedules. Provides data entry for initial intake and transfer of cases and assists with opening and closing of cases. Maintains mail log, sorts, distributes, and scans incoming and outgoing mail. Provides light secretarial support, as needed, including typing legal documents and general correspondence and assists staff with formatting, printing, and scanning of documents and other information. Records and prepares office meeting and training summaries and agendas. Maintains, organizes, and updates legal forms, brochures, and other printed materials. Maintains office filing systems, including performing routine filing, file retrieval, and file purging. Participates in, and assists with, outreach activities and may travel in the service area as needed. Maintains general upkeep of unit computers, printers, and copiers and keeps work area and lobby area neat. Performs general office duties, as assigned, and is willing to perform other functions within the scope of employment to assist in the efficient operation of the office.
Qualifications/Skills: A high school diploma or GED equivalent and experience working in an office setting. Legal experience preferred but not required. Must be proficient with Microsoft Office Suite and have the ability to communicate accurately and clearly both orally and in writing. Must maintain a pleasant telephone manner with a customer service oriented “can do” approach to work and be able to work under pressure. Spanish language proficiency is desirable.
To Apply: Submit a cover letter and resume online at https://home.eease.adp.com/recruit2/?id=15517981&t=1.