Administrative Assistant - Legal

Description

YWCA Tulsa is seeking a full-time Administrative Assistant. This role will be responsible for maintaining client relations and performing various administrative tasks, including scheduling, answering phones, processing payments, and managing office supplies and inventory. The Administrative Assistant also translates official documents for clients and provides interpreting support when needed. The Administrative Assistant supports staff members in the legal department, while providing back-up support to administrative staff across all I&R programs.  

Principal Responsibilities and Duties: 

Client Relations 

• Ensures a friendly, welcoming environment, greets all clients, family, staff, and other visitors. 
• Takes calls, greets walk-ins, and ensures current and prospective clients receive needed information and directions quickly and efficiently. 
• Schedules legal consultations and appointments and makes reminder calls for appointments.  
• Uploads client intake information in the legal team’s database on behalf of clients and staff.  
• Update clients on case status as directed by legal representatives.  
• Processes and logs client payments for services.  
• Always maintain strict client confidentiality. 

Operations Management 

• Answers agency phone lines and provides information and referrals to callers and walk-ins. 
• Processes mail for legal representatives and updates the database accordingly.  
• Maintains individual cash drawer. Responsible for daily deposit and payment system processes.  
• Maintains department calendars and staff schedules, including client appointments, room reservations, and department activities and programmatic events. 

Administrative and Programmatic Support 

• Provides administrative support to the Director of Immigration Legal Services and legal team managers.  
• Provides back up support to the administrative staff of other I&R teams as needed 
• Assists in the preparation of reports, presentations, or various letters.  
• Assists with special events as needed. 
• Maintains staff phone list, email distribution lists, and birthday and anniversary lists. 

Miscellaneous 

• Participates in YWCA functions and community events as needed and requested by their supervisor. 
• Attends training/staff meetings related to job responsibilities as approved by their supervisor.  
• The duties in this job description represent the major functions but are not intended to be all-inclusive.  

Requirements

• Be an advocate for the mission, values, and goals of the YWCA Tulsa. 
• Highly organized, attention to detail, effective time management skills, strong follow-through.  
• Ability to lead projects, multi-task, and work with minimal supervision, and consistently meet deadlines.  
• Shows initiative in all aspects of the job. 
• High level of professionalism and confidentiality while remaining flexible, proactive, and resourceful in meeting the daily responsibilities of the position.  
• Strong customer service skills, interpersonal skills, and team player. Presents a positive attitude, flexibility, and adaptability in our fast-paced environment.  
• Ability to analyze complex problems and identify practical and creative solutions. Be able to gather information, make decisions timely, and communicate findings efficiently. 
• Works effectively with all employees and members of all races, religions, sexes, national origins, ages, sexual orientations, gender identities, and gender expressions; and without regard to disability status, genetic information, marital status, or status as a covered veteran.  
• Works on skills that can help communicate his/her point to an audience belonging to a completely different identity and/or background. These differences can be identity-based, geographical, ethical, political, or historical.  
• Openness to engaging conflict in a positive and proactive manner with the goals of finding solutions, producing change, and bringing together opposing parties.  
• Strong commitment to learning, growth and continuous improvement.  

Education/Experience: 

• Office experience preferred.  
• Highschool Diploma or equivalent required.  
• Advanced IT skills, including word processing, spreadsheets, and use of various databases. Intermediate knowledge of relevant software such as MS Office (Word, Excel, Outlook, and PowerPoint).  
• Bilingual in Spanish required. 
• Experience with cash management desired. 
• Notary Public helpful. 

Benefits and Perks:

• Medica