Administrative Assistant

Job Summary

Utah Legal Services is seeking a dedicated and experienced Administrative Assistant to join our team. In this role, you will be responsible for delivering top-notch administrative support to our Executive Director and senior staff members. The ideal candidate will have excellent communication and organizational skills, attention to detail, and the ability to handle confidential information with discretion. This is a unique opportunity to contribute to the success of an organization dedicated to providing free legal assistance to Utahns in need.

Key Accountabilities

• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations for staff.
• Maintain Corporate licensing, registrations, and trademarks.
• Assists with obtaining and managing permits and AAA contracts.
• Manages and prepares board packets, documents, terms, renewals, and resolutions.
• Manages deadlines and to-do's
• Requests Utah Bar appointments/approvals
• Assists with document management, destruction, and retention.
• Handles mail distribution and storage, including shredding when necessary.
• Responsible for renewing Charitable organization license.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Assists with event planning and support.
• Manages AAA contracts.
• Performs other related duties as assigned.

Qualifications

• Excellent verbal and written communication skills.
• Excellent interpersonal and critical thinking abilities and commitment to assisting individuals from disadvantaged communities.
• Well-developed organizational skills, attention to detail; time management skills with a proven ability to meet deadlines and demonstrate a high level of adaptability, while working in an environment with minimal supervision.
• Bachelor’s degree preferred.
• 1-2 years’ experience preferred.
• Must be 18 years or older.

Job Factors/Physical Requirements

• Position is eligible for hybrid work. All remote/hybrid employees must comply with ULS Remote Work Policy.
• Prolonged periods of sitting at a desk working on a computer.
• Must be able to lift up to 30 pounds at a time.

Compensation

• Hourly Rate: $19-$21 depending on experience
• Full or part time position available. non exempt position

Supervisory Responsibilities

• None

Benefits Package

We offer an amazing benefit package. All employees regardless of part or fulltime status are eligible for our generous paid-time off and paid leave for 13 federal and state holidays, continued learning opportunities from Coursera and Practicing Law Institute, paid parental leave program, remote and hybrid work options available for qualifying staff. For employees working 30+ hours per week you will be eligible for our health insurance package, HSA options with employer contribution, FSA, Dental, employer paid vision, automatic $25,000 life insurance for employees and $2000 per dependent, employer paid short and long-term disability coverage, 403b retirement account and matching contributions.

Utah Legal Services believes that equal opportunity of all employees is essential for the continuing success of our organization. In accordance with state and federal law, this nonprofit will not discriminate against an employee or applicant for employment because of race, disability, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, or veteran status in hiring, promoting, demoting, trainings, benefits, transfers, layoffs, terminations, recommendations, rates of pay, or other forms of compensation.

If you need any reasonable accommodation during the application process or interview process, please contact Courtney Eborn at ceborn@utahlegalserivces.org or call 801-924-3391.

Note: The statements herein are intended to describe the general nature and level of work performed by employees, but is not a complete list of responsibilities, duties, and skills required of personnel so classified. No contact, either express or implied, respecting the procedures, terms, conditions, or duration of employment is created by this Job Description.