What are the responsibilities and job description for the Operations Assistant position at Building Service 32BJ Benefit Funds?
Job Title: Operations Assistant
Department: Legal Services Fund
Reports To: Staff Administrator
FLSA Status: Local 1101 - Non-Exempt
Salary Range: As established by contract
Date Posted: April 3, 2025
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, providing support to the intake department, 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 the file room and related equipment
- Maintains inventory and management of supply areas including restocking and highlighting items for reordering
- 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
Technical Skills
- Ability to organize, prioritize work and meet deadlines
- A demonstrated capability to effectively use multiple software programs simultaneously
- Strong analytical, problem solving, decision-making skills, and attention to detail
- Excellent organizational and prioritizing skills
- Has a strong initiative and the ability to work independently with minimal direct supervision
- Ability to communicate effectively with clients, team members and stakeholders regarding commitments, deadlines, challenges, requests, etc.
- Ability to work collaboratively and handle multiple demands in a busy environment
Qualifications:
- Bachelor’s degree required
- Bilingual in Spanish and English required
- 1-3 years of professional work experience in an office environment preferred
- Previous experience in customer service or call centers is preferred
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.
