Cabrini Green Legal Aid (CGLA) has strengthened lives, assisted families and supported communities --- one person at a time for over 40 years. CGLA does more than give people a second chance --- we are addressing the root causes of unemployment, homelessness, poverty and other challenges that contribute to crime and recidivism. CGLA strives to bring about substantive, transformational change in the lives of those we serve by using a holistic model that integrates the delivery of legal services with interdisciplinary social work services and collaborative supportive social services through strategic partnerships with social service providers, government agencies, and other legal aid organizations. Legal services focus on those negatively impacted by the criminal legal system through representation in criminal and civil proceedings and advocacy for relief under criminal records laws.
Overview of Position
Under the direct supervision of the Operations Manager, the Operations Associate will be an energetic and compassionate individual serving as the “welcoming face and voice” of CGLA. The Operations Associate will be responsible for providing administrative support to all departments. The Operations Associate will perform duties such as greeting visitors, answering a volume of telephone calls, providing technical assistance with use office equipment, coordinating meetings and ordering office supplies. This position will interface with a diverse group of external constituents, as well as internal contacts at all levels of the organization. As the first point of contact for clients and potential clients, the Operations Associate serves as an integral part of CGLA’s Administrative team.
Responsible for Opening & Closing the office weekdays;
Greets visitors, including clients with appointments, guests with important items or donations and handles all inquiries within capacity and promptly directs inquires to the appropriate person;
Manages daily volume of telephone calls & assures coverage of the reception area;
Directs walk-ins and phone calls to the appropriate intake line or individual.
Schedules client appointments and provides referrals;
Manages client scheduling and reminder calls;
Processes incoming faxes for the legal intake team.
Prepares case file folders for newly accepted cases.
Collaborates with other administrative staff to ensure an efficient and smooth system of operations while promoting a high standard of professionalism among staff;
Provides assistance with training volunteers/interns assigned to assist with front desk
Responsible for all shipping and mail distribution duties;
Serves as Operations Liaison to the staff in reserving rooms and meeting set-up requirements. Assist with set-up of all events/meetings in the office;
Maintain office supply inventory and ordering office supplies & stationary. Stay up to date on available vendor pricing to take advantage of cost savings strategies. This includes ordering for the helpdesk at the Daley Center and Markham;
General office support (assist with copies and special mailings).
Ensures CGLA stays in good general repair, including keeping an inventory of required maintenance activities for maintenance personnel;
Responsible for collecting client fees;
Provides light upkeep of the common areas (such as lobby waiting area, meeting rooms, restrooms, and kitchen) on a regular basis to ensure the areas are fully stocked and cleaned;
Responsible for ensuring the copy machines are functioning and fully stocked each day and supervises the maintenance of the office equipment, including copiers, fax machine, etc.
Generates check requests for Operations and Administrative expenses;
Serves as Operations Liaison to vendors onsite for routine maintenance or emergency repairs;
Provides administrative support to HR functions, including preparing routine onboarding materials for new hires, interns and volunteers. Assists with routine employee notifications and provides help with clerical tasks relating to employee benefits/open enrollment and performs other duties as assigned.
Associate degree or higher
4-5 years previous administrative experience;
Experience working in the nonprofit sector;
Experience working in customer service or working with the general public;
Proficient in Microsoft Office, specifically Word, Excel and Outlook.
Welcoming and friendly demeanor;
Must be able to operate general office equipment;
Strong organizational skills;
Experience working with diverse populations;
Must be able to type; (test will be given)
Attention to detail in composing, typing and proofing materials;
Establish priorities and meet deadlines;
Excellent telephone and oral communication skills;
Good to excellent, grammar and written communication skills;
Intermediate computer skills;
Strong time management; Ability to maintain a punctual schedule;
Quick learner and takes initiative;
Ability to be resourceful and proactive in dealing with issues;
Ability to work well under pressure;
Must be able to work independently without constant supervision;
High level of interpersonal skills and ability to maintain a high level of confidentiality;
Other Desirable Skills:
Bilingual (English & Spanish) strongly preferred;
Flexibility and a good sense of humor.
Monday through Friday 9:00am to 5:00pm, 40 hours per week.
Ability to lift items up to 25-30lbs and climb a ladder. Must be able to bend, sit and stand for periods of time.
Work is performed in a typical office environment. May require some weekend and evening work.
Compensation and Benefits
We offer a generous benefits plan that includes Blue Cross Blue Shield - Health insurance, Vision Service Plan – Vision insurance, Principal Dental insurance and 100% employer paid life insurance, (EAP) Employee Assistance Program, Dependent Care and Medical Flexible spending accounts, and 403(b) retirement account. Additionally, CGLA offers generous Paid Time-off, Floating Holidays and 14 paid holidays per year. During the summer months we recognize “Summer Fridays” by closing the office early. This is one of the many efforts displayed by Management’ to show its commitment to support employees having a good work/life balance.
The salary range is $30,000 - $35,000.
How to Apply
Please email your resume, cover letter and salary requirements to email@example.com
Type “Operations Associate” in the subject line.
Note: Please mention how you heard about the job announcement in your email or cover letter.
NO PHONE CALLS OR RECRUITING FIRMS PLEASE!
CGLA is an Equal Opportunity Employer and encourages qualified candidates of all backgrounds to apply for this position.