Administrative Assistant II - Advocacy Center

We Are Seeking An Administrative Assistant Ii

Team Gilbert has an exciting opportunity for a highly motivated professional to fill the position of Administrative Assistant II within our Advocacy Center. With every job we fill, our focus is on providing best-in-class service to our citizens while offering opportunities for professional growth in a rewarding, innovative work environment. The Administrative Assistant II within the Advocacy Center will be the first point of contact for individuals visiting or calling the Advocacy Center - many of whom are victims of crime who may be in crisis or in emotional distress. The person in this position must be trauma-informed, culturally responsive, and skilled at coordinating closely with law enforcement, medical providers, advocates, and other partner agencies to ensure clients receive a safe, respectful, and seamless experience. In addition to the duties and responsibilities of the Administrative Assistant II, other responsibilities will include:

• Greet all visitors, clients, and callers with warmth, patience, and professionalism, recognizing that many individuals arriving at the Center may be in crisis or distress
• Assess immediate safety or medical needs upon arrival and respond appropriately, including alerting appropriate staff or emergency services when necessary
• Manage multi-line phone system, screen and route calls, and take detailed, accurate messages
• Maintain a calm, organized, and welcoming waiting area
• Communicate with courts, prosecutors' offices, and community-based service providers (housing, counseling, legal aid, etc.) as directed
• Track referrals and follow up to confirm appointments and services were completed
• Maintain accurate, confidential client records and intake documentation in compliance with agency policy and applicable privacy laws (e.g., VOCA, HIPAA where applicable)
• Prepare and organize case files, correspondence, and reports
• Coordinate with volunteers and donors while maintaining a donation database
• Maintain strict confidentiality regarding all client information, in accordance with agency policy, funder requirements, and applicable state and federal law
• Collect and sort data to provide to the Data Strategist
• Recognize mandatory reporting obligations and follow agency protocol when required
• View full job description here.

Anticipated Recruiting Timeline: Posting Closes: August 30, 2026 Virtual Interview Invites Sent: September 3, 2026 Virtual Interview Submission Deadline: September 7, 2026 Interview Invites Sent: September 17, 2026 In-Person Interviews: September 24, 2026 Anticipated New Hire Start Date: November 9, 2026 *Subject to change and for planning purposes only