Housing Unit Administrative Specialist

2 weeks ago

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

Community Legal Services, Inc. is a distinguished non-profit organization dedicated to providing free civil legal assistance to economically disadvantaged residents in Philadelphia. As a leading provider of these essential services, CLS is committed to promoting justice and ensuring equitable access for all individuals and communities in need.

We are currently seeking an Administrative Specialist to oversee the daily administrative functions of our Housing Unit, which is expanding its services to include Right to Counsel for tenants facing eviction. The primary role of the specialist will involve managing intakes, handling incoming communications, and coordinating referrals both internally and with external partners. Additional responsibilities include scheduling meetings, facilitating onboarding and training for new personnel, maintaining office supplies for both on-site and court-based locations, and performing various administrative tasks to support the Housing Unit in delivering high-quality services to clients.

Key Responsibilities:

Intake Coordination & 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, maintaining an organized calendar for events, work schedules, and court dates.
  • Facilitate the flow of referrals with partner organizations and organize regular meetings with external stakeholders to ensure a streamlined intake process across tenant advocacy groups.

Client Engagement:

  • Regularly update the website with new information.
  • Assist in creating and formatting informational materials and flyers, ensuring proper translation where necessary.
  • Conduct weekly mailings to tenants providing information about their rights.
  • Organize and maintain a schedule of community education events.
  • Support the production of outreach materials, including resource guides and flyers, for distribution to courts, city councils, and partner organizations.

File Management:

  • Assist Housing Unit staff in preparing correspondence for clients.
  • Support staff in closing client files upon completion of representation and ensure all documents are accurately uploaded to the client tracking system.
  • Generate regular reports from the tracking system to remind staff of pending representation decisions and upcoming deadlines.

Administrative Support:

  • Provide proofreading and editing services.
  • Offer backup IT support as needed.
  • Coordinate meeting logistics and take notes during meetings.
  • Compile data and prepare reports for quarterly assessments and various contracts.
  • 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 required.
  • Organize training sessions for staff and partner agencies on relevant topics.
  • Maintain and organize internal documents on shared drives.

Required Skills and Qualifications:

  • High school diploma or equivalent.
  • Proficient typing skills (minimum 55 wpm).
  • Strong organizational capabilities.
  • Excellent verbal and written communication skills.
  • Able to manage multiple tasks and prioritize effectively.
  • Quick learner with the ability to adapt in a dynamic environment.
  • Experience in planning and coordinating trainings or community-focused events.
  • Proficient in relationship building and management.
  • Experience in volunteer management.
  • Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint) and a willingness to enhance skills.
  • Familiarity with basic office procedures and equipment.
  • Interest in housing justice issues.

Preferred Qualifications:

  • At least three years of secretarial experience.
  • Fluency in Spanish is a plus.

To Apply: CLS encourages applicants from diverse backgrounds to apply. Please include a cover letter, resume, three professional references, and a brief writing sample with your application. CLS values diversity and invites applicants to share how their unique experiences can contribute to our mission.

This position is full-time and offers a competitive benefits package, including comprehensive medical coverage, retirement plan contributions, and generous leave policies.

Community Legal Services, Inc. is an equal opportunity employer and adheres to all applicable laws regarding nondiscrimination in employment.

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