Under general supervision, provide clerical, administrative, and office management support for the entire legal staff of the Immigrant Justice Project (IJP) practice group.
• Answers incoming telephone calls and provides information within scope of knowledge or refers to appropriate individuals;
• Conducts intakes with callers requesting legal assistance and enters data to litigation software and electronic databases, including assisting with intakes for individuals in immigration detention;
• Schedules and participates in departmental and other meetings as directed;
• Schedules conference rooms and video conference calls as requested;
• Handles printing, copying, faxing, scanning/saving, and distribution of documents as directed;
• Makes travel arrangements as assigned;
• Processes check requests, invoices, and expense vouchers in coordination with the organization’s Finance and Administration department;
• Handles Request for Assistance (RFA) process including intake, documentation in TimeMatters, and responses as assigned;
• Maintains a rotating schedule for RFA committee staffing, weekly meeting facilitators, and meeting note takers,
• Assists IJP staff with mail, including completing on-line FedEx shipping labels, scheduling FedEx pick-ups, printing labels, addressing envelopes, affixing postage to mail, etc.;
• Plans and coordinates event logistics for team meetings, retreats and conferences, or other events hosted by IJP for outside groups;
• Assists attorneys and paralegals with case management and support;
• Creates and maintains general office files (both hard copy and electronic file);
• Plans and coordinates logistical support for trials, and hearings as needed;
• Schedules court reporters, videographers, and process servers;
• Assists with settlement distributions as needed;
• Runs errands such as filing documents at the courthouse, delivering documents to other attorneys, etc.;
• Assists with in-person service of local summonses and court filings;
• Performs other administrative and clerical assignments as needed.
Education and related work experience:
• Excellent organization and time management skills, some college preferred;
• At least 3 years of administrative assistant experience preferred;
• Experience with legal organizations and/or law firms preferred;
• Computer proficiency is required,
• Fluency in English and Spanish is required (speaking and writing);
Knowledge, skills and abilities:
• Strong organizational skills, follow-through, and flexibility around changing priorities and deadlines;
• Excellent communication, telephone, and interpersonal skills;
• Excellent writing/grammar skills;
• Excellent computer skills; must be highly proficient in word processing, spreadsheet and database programs;
• Ability to use common office equipment (typewriter, copier, printer, etc.);
• Ability to master various litigation and administrative software;
• Exercises the highest degree of discretion;
• Must have continual attention-to-detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines;
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks, demands and deadlines;
• Must be a team player, with a heavy emphasis on positive person-to-person interaction;
• Commitment to serving immigrant clients and to the values and mission of the SPLC.
Other Special Considerations:
This job is performed under general office conditions, and is not subject to any strenuous physical demands or dangerous conditions.
The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. These statements are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.
An Equal-Opportunity Employer with a Commitment to Diversity
Southern Poverty Law Center (SPLC) is proud to be an equal opportunity employer, and as an organization committed to diversity and the perspective of all voices, we consider applicants equally of race, gender, gender identity, color, sexual orientation, religion, marital status, disability, political affiliation, national origin, or prior record of arrest or conviction.