Administrative Assistant

3 weeks ago

Harrisburg, United States PA IOLTA Board Full time

**About the Pennsylvania IOLTA Board**

The Pennsylvania IOLTA Board is a 501(c)3 non-profit organization operating under the Supreme Court of Pennsylvania. Since 1989, the IOLTA Board has been Pennsylvania’s leading funder of civil legal aid and access to justice. With a small professional staff, the IOLTA Board administers various court-directed and legislatively-directed revenue sources, manages a robust grants program, and monitors attorneys and financial institutions for compliance with certain provisions of the Pennsylvania Rules of Professional Conduct.

The IOLTA Board employs highly motivated, detail-oriented, self-directed professionals with a passion for our mission. Our staff culture promotes connection and engagement as well as collaboration where all ideas are welcome and respected.

**Job Summary**

The Administrative Assistant reports to the Director of Finance & Administration.

**Typical Duties**
- Opens, stamps, and distributes incoming mail.
- Deposits checks using remote capture technology, completes the necessary paperwork, and generates related reports according to instructions and standards.
- Establishes and maintains both electronic and hardcopy paper files as directed and in accordance with instructions and standards.
- Manages all large-scale mailings (approximately three per year) which requires proficiency with mail merge processing and includes properly formatting letters, labels, and data sources, coordinating with the mailroom, and preparing mail in accordance with bulk mail requirements.
- Generates grant agreements which requires proficiency with mail merge processing and Adobe Acrobat Professional.
- Performs data entry timely and ensures accuracy, manages and maintains data related to attorneys, banks, and grants in various data management systems and Excel.
- Tracks donations received and issues acknowledgment letters in a timely manner.
- Maintains inventory of office supplies and places orders when necessary.
- Records and prepares board meeting minutes for the Executive Director’s review within deadline. This requires attendance at quarterly PA IOLTA Board meetings, some of which are held in Philadelphia and Pittsburgh.
- Arrives to work punctually and is present during scheduled working hours.
- Provides administrative support to all PA IOLTA staff as needed.
- Performs other clerical duties as assigned.

**Minimum Qualifications**
- H.S. Diploma and 3 - 5 years of clerical experience in a professional office or legal setting.
- Proficiency with Microsoft Office Suite 365 (Word, Excel, and Outlook), Adobe Acrobat Professional, data management systems, and internet browsers.
- Impeccable oral and written communication skills.
- Competency with spelling, punctuation, and grammar as well as general office practices and procedures.
- Ability to maintain a high level of integrity and observe confidentiality in the performance of job duties.
- Ability to maintain composure, professionalism, and poise under stress, particularly while conversing with attorneys and bank personnel.
- Ability to complete work independently with little supervision and use resources to competently solve problems.
- Ability to multi-task and manage simultaneous projects and deadlines.
- Satisfactory criminal background check required.

**Benefits**

The Pennsylvania IOLTA Board offers excellent benefits, including health insurance, 403(b) retirement plan, parking, vacation, sick, personal and holiday paid time off.

**To Apply**

The Pennsylvania IOLTA Board is an equal opportunity employer.

**Additional Information**

Pay: $37,648.00 - $44,021.00 per year

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance

Schedule:

- Monday to Friday

**Experience**:

- clerical: 3 years (required)

Work Location: In person

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