Administrative Assistant

Organization Overview:

For over 35 years, the Legal Clinic for the Disabled (LCD) has worked to empower low-income people with disabilities and the deaf and hard of hearing in the Philadelphia region by providing free legal representation to overcome legal obstacles that would otherwise affect clients' independence, health, or quality of life. LCD is headquartered in Center City, and our practice areas include family, housing, planning documents, public benefits, and social security law. Through LCD's Medical-Legal Partnership Initiative, staff work directly with medical partners at multiple sites across Philadelphia, and through our Housing Initiative, LCD actively participates in the Philadelphia Eviction Prevention Project. Additionally, we conduct general telephone intake and hold Community Legal Outreach Clinics. Last year alone, LCD served over 1,700 clients and more than 2,000 additional household members, furthering our work to foster inclusion, independence, and justice for all.

Position Overview:

The Administrative Assistant reports to the Director of Operations. They are responsible for supporting the day-to-day operations of the organization and providing direct support to the management team. The Administrative Assistant helps maintain and increase organizational efficiency and streamline processes. This is an in-person position, Monday through Fridays, 9am-5pm.

Detailed Responsibilities:

Administrative:

• Maintain general office staff list, directories, digital and physical files, and standard operating procedures
• Order and maintain office supplies, assist with office equipment repair
• Assist with day-to-day finance operations, as needed
• Manage all general correspondence, including mail, email, faxes, and e-signatures
• Schedule meetings and book conference rooms
• Record and maintain staff meeting minutes
• Assist with communications (social media, e-newsletters, website maintenance, etc.) and development projects
• Support case preparation by drafting opening and closing documents for in-house and volunteer matters
• Maintain trackers for in-house and volunteer cases
• Open and close all cases, ensuring that files are complete upon closing
• Organize in-house files

Data and Technology:

• Provide support with data management systems, including data entry, collection, reporting, and outcome measurements; ensure accuracy of all data
• Collect and maintain data and forms for research projects
• Liaise with Jefferson/Magee IT and outside IT vendors to troubleshoot any equipment or software issues

Human Resources:

• Assist with onboarding new employees
• Ensure that all continuing education program enrollments are up to date

Qualifications:

• Commitment to mission-related or nonprofit work
• High school degree or equivalent education; 1+ year experience as a receptionist, front office representative, customer service, or similar role
• Familiarity with Microsoft Office
• Hands-on experience with office equipment (e.g., printers, desktops, laptops)
• High degree of accuracy and attention to detail
• Ability to simultaneously prioritize, track, and complete multiple tasks
• Comfortable engaging with new technology and software
• Ability to work independently and take initiative
• Excellent organizational skills
• Excellent communications and interpersonal skills
• Demonstrated trustworthiness and professional judgment
• Ability to be resourceful and proactive when issues arise
• Self-starter and problem solver

Working Conditions and Physical Demands:

The LCD Administrative Assistant will be primarily in our main office but may also travel periodically to one of our medical-legal partnership sites. In addition, the job requires occasionally assisting staff attorneys at various community outreaches and at home visits.