Housing Unit Administrative Specialist

2 months ago

Philadelphia, Pennsylvania, United States Community Legal Services, Inc. Full time
Position Overview

Community Legal Services, Inc. (CLS) is a prominent non-profit organization dedicated to providing free civil legal assistance to low-income residents. As a leading provider of such services in the Philadelphia region, CLS is committed to ensuring equitable access to justice for all individuals and communities in need.

We are currently seeking an Administrative Coordinator to oversee the daily administrative functions of our Housing Unit, which is expanding its efforts to offer Right to Counsel for tenants facing eviction. The coordinator will play a vital role in managing intakes, voicemails, and referrals, both internally and with external partners. Key responsibilities include scheduling meetings, facilitating onboarding and training for new staff, maintaining office supplies for both on-site and court-based operations, and executing various administrative tasks to support the Housing Unit's mission.

Key ResponsibilitiesIntake Coordination and Scheduling:
  • Manage incoming referrals for intakes, assign daily intake tasks to staff, and track intake data and follow-ups.
  • Establish intake and court shift schedules for the unit and maintain the unit's calendar for events and meetings.
  • Coordinate referral processes with partner organizations and facilitate regular meetings to ensure a streamlined intake experience across tenant advocacy groups.
Client Outreach:
  • Regularly update the website with new content.
  • Assist in drafting and formatting informational materials and flyers, ensuring appropriate translations.
  • Conduct weekly mailings to tenants with information regarding their rights.
  • Organize and maintain a schedule of community education events.
  • Support the production of outreach materials for community education initiatives.
  • Deliver outreach resources to courts, city councils, and partner agencies consistently.
File Management:
  • Assist Housing Unit staff in client correspondence.
  • Support staff in closing files post-representation and ensure all documents are accurately uploaded to the client tracking system.
  • Generate regular reports to remind staff of pending representation decisions and compliance deadlines.
Administrative Support:
  • Perform proofreading and editing tasks.
  • Provide backup IT assistance.
  • Coordinate meeting logistics and take detailed notes.
  • Assemble materials for meetings and compile data for reports.
  • Manage mail sorting and distribution.
  • Assist with onboarding processes for new employees.
  • Maintain office supplies and manage requisitions and purchase orders.
  • If qualified, notarize documents as needed.
  • Organize training sessions for staff and partner agencies on relevant topics.
  • Maintain and organize internal documents on shared drives.
QualificationsRequired:
  • High school diploma or GED.
  • Proficient typing skills (minimum 55 wpm).
  • Strong organizational and communication skills.
  • Ability to manage multiple tasks and prioritize effectively.
  • Quick learner with adaptability to a dynamic environment.
  • Experience in planning and coordinating community-focused engagements.
  • Background in relationship management and volunteer coordination.
  • Proficient in MS Office Suite and basic office equipment.
  • Familiarity with court systems and administrative practices.
  • Interest in housing justice issues.
Preferred:
  • Three years of secretarial experience.
  • Fluency in Spanish.

CLS is an equal opportunity employer and values diversity in its workforce. We encourage applications from individuals of diverse backgrounds and experiences.

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