ADMINISTRATIVE ASSISTANCE-REMOTE POSITION

Life Span seeks a bilingual Spanish speaking Administrative Assistant for our reception office at our Chicago Loop location to welcome and assist clients and visitors and staff. This position serves as the primary point of contact for clients and guests, answering and routing incoming calls, gathering client intake information, providing resources and referrals, and supporting staff as part of a collaborative team. Additional responsibilities include managing office supplies, maintaining client and office records, completing administrative and data-entry tasks, assisting with daily office operations, and helping maintain an organized, professional, and welcoming office environment. This is a hybrid-remote position based in our Chicago, Illinois office.

Life Span is a nationally known leader in the provision of services to survivors of violence and their children. Our comprehensive services include criminal court advocacy, representation in civil protective order cases, expert representation in family law cases, immigration services and counseling for survivors and their children. Our work encompasses such issues as police domestic violence, human trafficking, immigration, employment issues, sexual assault civil no contact orders, the effects of trauma on clients and their children, teen dating violence, and the criminalization of survivors. Our agency has two sites, one in Des Plaines and one in Chicago. Our services are available in many languages including English, Spanish, Polish and Arabic and are free of charge. Our agency provides national leadership in policy work and systemic advocacy, and our staff has trained advocates, lawyers, judges, counselors and other professionals in Illinois and across the country on critical issues and innovative practices.

Life Span values staff who reflect the communities we serve in strengths, backgrounds and lived experiences. It is essential that our staff and leadership reflect the communities we serve.

Scheduled days/hours are Monday-Friday. Limited evening and weekend work hours may be required. Occasional travel may be required for training, conferences or other organizational activities at a minimum of twice per year.

Remote Work:
As an essential point of contact for office visitors and staff, this is a primarily on-site hybrid position with the opportunity for up to one remote workday per week, at the discretion of Life Span. Employees must be readily accessible and available during work hours by phone, email, and Teams to perform the essential functions of the position.

Life Span’s Director of Operations.

Telephone Calls, Visitors & Lobby

provide information and referrals to callers, including survivors seeking assistance and those outside the scope of our services.

Conduct and support Chicago office legal prescreen calls.

Assist with client surveys by supporting participation and completion.

Follow visitor security and communication policies for office entry.

Office Support

Complete office tasks, such as bookkeeping, photocopying, scanning, filing, data entry, and faxing.

Track and replenish office supplies.

Draft documents, contact clients, and interpret for clients/staff.

Collaborate with administrative staff to respond to general email inquiries.

Serve as a contact for building management, office maintenance, and conference room scheduling.

Notarize documents.

Schedule recurring kitchen cleanups and recruit staff to assist.

Periodically attend Legal intake meetings.

Equipment Maintenance

Maintain postage equipment and supplies.

Communicate office-wide disruptions to IT and the Operations team.

Maintain air purifier equipment on a scheduled basis.

Serve as a point of contact for service providers and assist with scheduling coordination.

At least four years of experience demonstrating administrative, customer service, and organizational skills through work, volunteer activities, training, education, or other relevant experience.

Bilingual with ability to communicate fluently in English and Spanish with clients, visitors, and staff, including written communication.

Basic computer skills and experience with Microsoft apps including Teams, OneDrive, Word, Outlook.

Strong telephone and interpersonal communication skills, including answering, screening, routing, and transferring calls, while providing courteous, professional, and client-centered assistance to callers.

Bachelor’s Degree

Advanced skills using Microsoft Office 365 applications, Foxit, LegalServer applications and the 3CX phone system.

Bilingual staff may receive an additional $2,000 per year.

nineteen paid holidays

Summer Fridays

health, dental and vision insurance

life and disability insurance a 403b retirement plan, pre-tax public transit benefits, Flexible Spending Account (FSA) and Dependent Care Account (DCA) plans

an (EAP) employee assistance plan, and online will preparation

No Telephone Calls Please.
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