Community Legal Services, Inc. of Philadelphia seeks to hire an Office Manager for its neighborhood office, the North Philadelphia Law Center (NPLC). Community Legal Services, Inc. of Philadelphia is a non-profit public interest agency providing free civil legal services to low-income Philadelphia residents. As the largest provider of free civil legal services in the Philadelphia area, CLS is both locally and nationally renowned as a premier legal services provider dedicated to ensuring access to justice for all low-income individuals and communities. CLS has eight legal units covering a wide range of civil legal services. The NPLC office location houses approximately 30 staff consisting of attorneys, paralegals and support staff.
The Office Manager is responsible for coordinating office operations, including office equipment, building maintenance, secretarial and clerical work, and assisting the Deputy Director of Operations and the Managing Attorney in ensuring smooth operation of the office. The Office Manager will also supervise the file clerk and lead operator/secretary, and will coordinate with the Fiscal and IT departments as needed. The Office Manager must have excellent interpersonal, organizational and managerial skills, as well as strong skills in Word and Excel. We are looking for an individual who possesses strong leadership skills, someone who can inspire a team and provide a teamwork structure that promotes professionalism, integrity and mutual respect.
NPLC Office Manager – Essential Functions & Job Description
Summary: The Office Manager at NPLC reports directly to the NPLC Managing Attorney with additional supervisory oversight provided by the Deputy Director of Operations in the areas of facilities/building management and personnel matters. Duties include but are not limited to ensuring the orderly functioning of the daily operations of the NPLC office location. Supervisory experience is required.
Supervisory and Managerial Responsibilities
- Direct supervisor to Lead Operator/Secretary and File Clerk in their respective secretarial and clerical responsibilities and work duties. Responsibilities include direct supervision of their work and daily tasks, oversight of their schedules, and compliance with CLS personnel policies related to managing staff work performance.
- Performs annual performance evaluations, and evaluations as needed, of secretarial and clerical staff.
- Coordinates and approves/denies vacation and leave time schedules to ensure appropriate staff levels are in place for proper operations of office. This applies to front desk receptionists, secretarial and clerical staff.
- Works with Benefits Coordinator to monitor and maintain accurate and complete personnel information, and daily attendance and payroll records.
- Responsible for managing all aspects of employees’ workers’ compensation claims in conjunction with the Benefits Coordinator.
- Responsible for managing all incidents (falls, injuries) and completing incident reports in a timely manner.
- Ensures office policies and procedures are adhered to.
- Implements procedural and policy changes to improve operational efficiency and integrity.
- Reviews and approves office supply acquisitions.
- Coordinates office moves, furniture donation pickups, furniture allocation, and storage and office improvements.
- Maintains a safe and secure working environment for all staff, visitors, clients and applicants.
- Handles client/applicant/visitor inquires and complaints.
- Works with Managing Attorneys and Compliance Officer to assist in ensuring compliance with funding requirements, including running reports in Legal Server as needed.
Office Operations and Administrative Support & Responsibilities
- Monitors workflow and relief schedules, including coverage of the front desk and scheduling interpreters for staff as needed. Direct oversight of internal office interpreter calendar.
- Provides occasional receptionist/front desk relief and/or backup secretarial support as needed.
- Responsible for ensuring the orderly function of the mail room, including ensuring that mail is taken to the Post Office on a timely and daily basis.
- Orders and maintains proper level of office supplies, copier paper and machine supplies, stationary and business cards.
- Monitors and maintains office supply inventory.
- Ensures that all office machinery (fax machines, printers and photocopy machines) is in proper working order, and arranges for repair and routine maintenance as necessary.
- Supervises file storage and retrieval for closed files, including acting as direct liaison to document storage vendor.
- Furniture acquisition and storage.
- Responsible for monitoring building and system maintenance.
- Direct oversight and relationship management of all vendors, including contractors, cleaners, maintenance/repair vendors.
- Knowledgeable about the terms of the building lease and various contracts related to building maintenance, including creating and updating maintenance schedules such as yearly or quarterly inspections for the office systems.
- Responsible for keeping the Deputy Director of Operations timely informed of any building issues, emergency or otherwise.
- Takes initiative and shows good judgement when the need for building and system repairs are needed, including obtaining competitive bids and proposals for work to be performed.
Required Skills and Abilities:
- Excellent managerial and supervisory skills.
- Excellent leadership skills. Ability to instill a strong sense of teamwork and collaboration.
- Excellent organizational and communication skills.
- Ability to effectively analyze and assess problems and resolve conflicts.
- Excellent decision making capabilities.
- Excellent judgement.
- Excellent work and time management skills.
- Strong attention to detail and high level accuracy.
- Strong ability to delegate tasks and ability to hold staff accountable.
- Strong information gathering and monitoring of data.
- Strong coaching skills. Ability to identify supervisee needs for coaching, counseling and/or professional development training.
- Must possess strong sense of initiative, high level integrity and accountability.
- Strong emotional intelligence, including the ability to properly and effectively manage a team of different personalities and handle interpersonal relations.
- Adaptability to a fast paced environment with changing needs, including possessing strong stress tolerance abilities.
Education and Experience
- High School Diploma or GED. Professional certification in office management or HR a plus. Associates or Bachelor’s degree preferred but not required.
- Minimum of at least ten (10) years of secretarial and/or administrative experience preferred, with a demonstrated history of increased responsibility.
- Must be computer literate, with strong skills in Word and Excel; comfortable with technology and interested in learning new technologies.
- Must possess excellent communication and managerial skills, and the strong ability to relate to a diverse staff and client community.
Work Environment/Physical Demands
- Typical office setting with adequate lighting, heat and ventilation.
- Typically, the position will require some walking, standing, bending, kneeling and the ability to repeatedly lift boxes of items of heavy weight (excess of 40 lbs.
Community Legal Services, Inc. is an equal opportunity employer and values a diverse and inclusive workforce. We welcome applicants of all diverse backgrounds to apply. CLS, Inc. does not discriminate in the selection of employees on the basis of race, color, religion, gender, sexual orientation, sexual identity, genetics, age, national origin, disability, or veteran status. In addition to federal law requirements, CLS complies with all applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.
Founded in 1966 by the Philadelphia Bar Association, Community Legal Services (CLS) has provided free civil legal assistance to more than one million low-income Philadelphians. Approximately 10,000 clients were represented by CLS in the past year. CLS assists clients when they face the threat of losing their homes, incomes, health care, and even their families. CLS attorneys and other staff provide a full range of legal services, from individual representation to administrative advocacy to class action litigation, as well as community education and social work. CLS is nationally recognized as a model legal services program.
Apply for this job
CLS will accept applications until January 15, 2018. You can submit your application on CLS’s website online at: https://clsphila.org/about-cls/available-positions/
What to Include in your application:
Please include a cover letter expressing your interest in this position and the skills and abilities that make you a qualified candidate, an updated resume, and three professional references preferably from current or former supervisors. Community Legal Services values a diverse work environment and strongly encourages women, people of color, people who identify as LGBTQ, people with disabilities, people who have experienced poverty or homelessness and people who have had prior contact with the juvenile, criminal, or child welfare systems to apply. CLS invites all applicants to include in their cover letter a statement about how your unique background and/or experiences might contribute to the diversity, cultural vitality, and perspective of our staff and legal services practice.
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