Job Title: Operations Assistant
Department: Legal Services Fund
Reports To: Staff Administrator
FLSA Status: Local 1101 - Non-Exempt
Summary: The 32BJ Legal Services Fund provides legal advice and representation to eligible 32BJ members and their eligible dependents. Under the supervision of the Staff Administrator, the Operations Assistant is responsible for a variety of general office duties, including serving as the backup receptionist, assisting with records management, answering phones, receiving packages, scanning mail, and calendaring.
Essential Duties and Responsibilities:
-
Reception Duties
-
Responsible for document control and records management for physical and electronic records
-
Handling sensitive and confidential documents and protecting the security of this information
-
Maintain organization of file room and related equipment
-
Maintains inventory and management of supply areas
-
Distribute mail, documents and files to staff, other departments and off-site locations
-
Receives and processes mail affidavits, including going to the Post Office
-
Responsible for assisting clients via telephone, e-mail and in-person
-
Conduct preliminary assessment of member’s legal matter, review relevant documents and paperwork, and determine coverage as directed by the Legal Fund’s Summary Plan Description on an as needed basis
-
Scan intake documents and assist the intake department as needed
-
Performs other related work duties as assigned by supervisors
Qualifications:
-
High School Diploma or GED required. Associate or bachelor’s Degree preferred
-
Bilingual in Spanish and English required
-
Has a strong initiative and the ability to work independently with minimal direct supervision
-
Working knowledge of Microsoft Word and Outlook.
Requirements:
-
1-3 years of professional work experience in an office environment (preferred but not required)
-
Ability to work collaboratively and handle multiple demands in a busy environment
-
Ability to communicate effectively with clients, team members and stakeholders regarding commitments, deadlines, challenges, requests, etc.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.