Office Administrator/Manager

Summary:

We are seeking a skilled and detail-oriented Office Administrator/Manager to join our team. The Office Administrator/Manager is responsible for working with and supporting the 603 Legal Aid Executive and Management team and staff in the overall effective implementation of our work. This position plays a crucial role in supporting the daily operations of our legal aid organization, ensuring efficient administrative processes and contributing to the overall success of our mission.

Duties and Responsibilities:

Office Management:

• Oversee the day-to-day operations of the office, ensuring a welcoming, well-organized, clean, and efficient work environment.
• Manage office supplies, equipment, and facilities to ensure a professional and functional workspace.
• Maintain office-wide inventory of equipment.
• Act as the primary point of contact for building maintenance, security, and other office-related matters.

Administrative Support:

• Provide administrative support to 603 Legal Aid Executive Director, and as time allows, management-level employees, including scheduling appointments, managing calendars, and organizing meetings.
• Maintain office-wide calendars for all employees and Board of Directors.
• Prepare and proofread documents, correspondence, presentations, and reports.
• Assist in maintaining and organizing physical and electronic files and databases.
• Assist in coordinating travel arrangements for employees, if necessary.
• Assist in budget development and tracking of office-related expenses.
• Provide administrative support to the Accounting Department as needed.

Communication:

• Serve as a liaison between the organization and external parties, including clients, partners, Boards/Committees, and vendors.
• Answer and direct incoming calls, emails, mail, and inquiries to the appropriate personnel as needed.
• Draft and edit internal and external communications, ensuring accuracy and professionalism.
• Develop and execute social media strategies as needed, including create and post engaging content, optimize organizational website pages, and foster community interaction.

Human Resources:

• Onboard and offboard all employees, including office and technology set-up and returns of equipment.
• Manage system of personal, sick, and vacation time schedules for the office.
• Initiate and maintain background checks (Checkr, NH State Police, others as needed), maintain documentation tracking completion of said checks and the need to complete re-checks.
• Maintenance of employee records as needed (e.g. Form I-9 and background check reports) in accordance with federal and state requirements.
• Coordinate with third-party benefits administrator to facilitate orderly and timely distribution of information regarding various benefits 603LA provides.

Information Technology:

• Maintain 603 Legal Aid’s technology infrastructure, including troubleshooting issues with computers, servers, photocopiers, telephones, and wireless network.
• Coordinate referrals to external IT vendor and serve as internal point of contact for daily operational needs.
• Assist with Cybersecurity, spam/fraud, and other security requirements to ensure highest level of compliance.
• Assist with other IT activities as needed.

Event Coordination:

• Coordinate and support the planning and execution of events, meetings, and training sessions.
• Assist in logistics, including venue selection, catering, and materials preparation.

Qualifications

Minimum job requirements

• Relevant experience as an administrative assistant or office manager.
• Strong organizational and multitasking abilities with a keen attention to detail.
• The ability to communicate information with a high degree of detail orientation in both written and verbal formats.
• Technical proficiency with personal computers and standard office equipment; fluent in Microsoft Office suite (Outlook, Word, Excel, and PowerPoint); ability to develop proficiency with all aspects of 603 Legal Aid’s case management database (LegalServer), including data entry, search inquiries and developing reports; and high comfort level using online tools.
• Ability to handle confidential information with discretion.
• Team player with a positive and proactive attitude.
• Familiarity with legal terminology and processes is a plus.
• Experience with Human Resources a plus.
• Additional qualifications in office administration or a related field a plus.

Knowledge, Skills and Abilities Required:

• A demonstrated commitment to social, economic, and racial justice.
• Ability to work effectively within deadlines, under stress, and with changing work priorities.
• Ability to adapt rapidly in response to changing information or funding needs.
• Ability to work as a team and with minimum supervision. Possesses self-supervising attributes and a positive, congenial attitude.
• Maintain confidential and sensitive information.
• Ability to occasionally travel as deemed necessary.
• Sensitivity to the needs of people experiencing financial hardship, communication with people employing a trauma-informed approach.
• Cultural humility in working with low-income clients across the spectrum of diversity, including race, ethnicity, gender identity, sexual orientation, socio-economic status, immigrant status, religious identity, physical and mental disabilities, and limited English proficiency.
• Knowledge and/or experience navigating legal systems, social services, and other community resources.
• Must be able to work in a collaborative manner with diverse groups, including internal and external stakeholders, government agencies, funders, and other advocacy and community organizations;
• Must have ability to develop and implement innovative models of service delivery with limited resources.

Compensation and Hours:

This position is full-time (37.5 hours weekly) and considered hourly non-exempt for the purpose of federal wage/hour law. Salary DOE, expected to range from $30.00 to $32.00 per hour, plus benefits package including medical, retirement, life and disability and generous paid time off. The Office Administrator/Manager position is based in our Concord, NH office.

Application Process:

To apply, send a cover letter and resume to careers@603legalaid.org. Applications will be accepted until the position is filled. If reasonable accommodations in the application process are required, please notify us.

603 Legal Aid is an Equal Opportunity Employer. We are committed to building a diverse staff that reflects the communities of low-income and older (age 60 plus) people that we work alongside, and we value equity and inclusion in our workplace. 603 Legal Aid actively seeks applications from Black people, Indigenous people, People of Color, people of diverse national origin, those of the Global Majority, the LGBTQ community, people with disabilities, older adults, veterans, people who have lived experience with poverty, and other people belonging to communities that have historically experienced injustice.

Job Type: Full-time

Pay: $30.00 - $32.00 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Language:

• a language other than English? (Required)

Work Location: Hybrid remote in Concord, NH 03301