Job Announcement: Administrative Assistant

Friday, April 13, 2018

Are you looking for an opportunity to be part of a dynamic social justice organization and to support the East Bay community? The East Bay Community Law Center (EBCLC) is seeking three (3) full-time Administrative Assistants to provide client reception and administrative support to our growing organization in Berkeley. These positions are an integral part of the administrative team that is the first point of contact for clients seeking services, either by phone or in person. Because we strive to be barrier-free and client-centered, we are looking for candidates who truly enjoy working with people; have the skills and capacity to respond in an empathetic and respectful way to clients who are often in crisis; and can work effectively in a collegial and fast-paced environment. You will also have an opportunity to learn more about EBCLC’s operations by providing clerical and administrative support to a specific member of EBCLC’s Executive Team—the Clinical Director, Deputy Director, or Director of Finance & Administration, for which you will need solid organizational skills and attention to detail. You will be jointly supervised by EBCLC’s Office Manager and the Executive Team member you support.

EBCLC is a non-profit legal services organization and the community-based clinical program for Berkeley Law School, committed to increasing justice through education and advocacy and building a culturally diverse workplace, centered on equity. With over 60 staff, 150 law students, and over a $6 million annual budget, EBCLC is the largest provider of free legal advocacy in Alameda County, providing multimodal, collaborative, and holistic legal services to over 5,000 clients yearly and engaging in legislative and policy advocacy at the local and state level.

Primary Responsibilities

  • Provide phone reception, assessing clients’ eligibility and legal issues, and directing clients to appropriate internal or external referrals
  • Provide in-person reception, including following appropriate intake procedures and policies for EBCLC’s various legal practice areas
  • Work collaboratively with other administrative and program support staff to contribute to the effective functioning of the administrative reception group
  • Research, identify and circulate referral information for services beyond those provided by EBCLC that respond to client inquiries and needs
  • Complete data entry and filing for practice area case and brief service files; assist with client satisfaction surveys and other administrative tasks associated with EBCLC’s legal services
  • Provide a variety of clerical and administrative support to one of the following Executive Team Directors as further described below:
    • CLINICAL DIRECTOR (Oversees the law student clinical training program at EBCLC)
      • Perform administrative functions designed to support the clinical program including coordinate student communications, maintain student forms tracking system, compile presentation materials, copying, faxing, scanning, editing documents
      • Provide meeting logistical support including arranging conference calls, room reservations, catering, video conferences set up, and travel arrangements and travel reimbursement submittals
      • Plan and manage selected special events and projects as directed. Create, update, and distribute/post collateral material for student recruitment
    • DEPUTY DIRECTOR (Supervises all EBCLC Program Directors and supports program strategic planning)
      • Coordinate and schedule meetings for the Deputy Director, including with EBCLC Program Directors and practice areas, funders, and other project partners, as directed
      • Assist with data collection and research in support of internal and external program reporting, grant development, and other program-related communications
      • Maintain files and required documents for pro bono volunteers and other special projects
    • DIRECTOR OF FINANCE & ADMINISTRATION (Oversees the organizational support functions of Finance, Human Resources, Technology, and Facilities)
      • Support Finance functions by providing basic data entry in financial software or excel documents; review reimbursement and other payment requests for accuracy and required documentation
      • Maintain vendor and other files needed for financial operations and accountability
      • Assist with the design and production of technical and financial information in charts and other user-friendly formats
  • Other duties as assigned by supervisors

Minimum Qualifications

  • High school diploma or GED required
  • Two years of administrative experience, including proficient to intermediate skills with Microsoft Office suite (Outlook, Word, Excel, and Power Point). Database management a plus (Salesforce).
  • Excellent communication skills. Fluency in Spanish, Cantonese or Mandarin desirable.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service; experience with de-escalation techniques desirable
  • Ability to work effectively with a diverse range of people and groups, a sincere desire to support clients from underserved communities, and commitment to social justice

Salary and Benefits

Starting hourly rate for this full-time non-exempt position is $21.98 – $32.97, based on number of years of prior relevant experience, as dictated by EBCLC’s salary scale.

Benefits include fully paid health insurance (medical, dental, and vision) for employees and their dependents, life and disability insurance, and generous paid leave (vacation, sick, and holidays); EBCLC also offers flexible spending accounts for qualified health, dependent care, and commute expenditures; and retirement options.

Professional development support includes membership in relevant local, statewide and/or national associations, attendance at relevant conferences, as determined by EBCLC’s professional development policy and budget.

Application Procedures

Interested applicants should submit application materials by email to (include “Administrative Assistant” in the subject line) no later than May 6, 2018. Please note we will review applications on a rolling basis and may schedule interviews prior to the application deadline.

Application materials should include a cover letter, resume, and names/contact information for two professional references. EBCLC is strongly committed to advancing justice through education and advocacy, and the need to transform legal service and legal education. Please take time to review EBCLC’s mission, vision, programs, and website, and ensure that your cover letter reflects how your background, experience, and expertise have prepared you to be successful in performing the responsibilities of the position. Please also indicate in your cover letter if you prefer to provide support for a specific Director, and if so, why.

Additionally, EBCLC is committed to building a culturally diverse workplace centered on equity and providing an inclusive, welcoming, and culturally responsive environment for all members of our staff, volunteers, subcontractors, vendors, and clients. To achieve this goal, EBCLC works actively to improve our office climate, systems and structures, communications and community engagement to create an inclusive and respectful workplace that acknowledges and values differences. Please address in your cover letter how your personal background or experiences, professional or otherwise, have prepared you to contribute to our commitment to cultural responsiveness and diversity amongst our staff.

We strongly encourage individuals from traditionally underrepresented communities to apply. EBCLC does not discriminate based on race, color, religious creed, sex, gender, gender expression, gender identity, age, national origin, ancestry, disability, marital status, sexual orientation, military status, prior contact with the criminal justice system, or any other basis prohibited by law.

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