Assistant Office Manager (Queens)

The Legal Aid Society’s Civil Practice has an Assistant Office Manager position available in the Queens Neighborhood Office. The Assistant Office Manager will assist the Borough Administrator and the Attorney in Charge in the smooth operation of the neighborhood, courthouse and satellite offices. These duties include, but are not limited to, data management, facility issues, purchasing, expense reports, client escrow accounts, workflow reports and the application of Society-wide policies and procedures.

ESSENTIAL DUTIES/RESPONSIBILITIES

Office Management and Administration

• Assist in the oversight of day-to-day office operations and performs general administrative functions
• Coordinate maintenance of office facilities and equipment, which requires being a liaison with both internal administrative staff including Facilities and IT, along with external service providers
• Foster and maintain relationships with counterparts in various administrative departments including Finance, Shared Services, Communications, Building management and maintenance, Vendors, agencies and courthouse community General administrative functions
• Work with the Borough Administrator to ensure the proper implementation of office procedures and policies
• Provide full administrative office management in the absence of the Borough Administrator
• Provide full administrative office management in other borough offices upon request
• Help schedule employee hours, assign work, approve time off and remote work schedule requests following the guidance of the Practice Admin team, Borough Administrator, AIC, and LAS policy and procedures
• Support the Borough Administrator in utilizing current employment policies, practices and guidance as provided by management and Human Resources
• Work with the Borough Administrator to identify and provide training and development opportunities and ensure mandatory trainings are completed
• Support the Borough Administrator and Attorney-in-Charge to identify, delegate, and document work responsibilities, roles, and procedures to meet the mission of the department, following the guidance of the Practice Admin team, and LAS policy and procedures

Paralegal I Support and Reporting

• Assists the Borough Administrator in hiring, training, and general staffing support for Paralegal I’s assigned to the office
• Assist the Borough Administrator in supporting and training the Paralegal I’s in their various job responsibilities
• Generate and maintain reports using Excel, SharePoint, and a proprietary database
• Provide administrative coverage when needed

Professional Development and other duties as assigned

• Participate in continuous professional development
• Continuously learn about forms of bias in the workplace and demonstrate affirmative behaviors that support an inclusive work environment
• Other duties as assigned

QUALIFICATIONS

Required qualifications:

• Associate’s degree 2 years of experience or an equivalent combination of 4 years of post-secondary education and work experience education/experience
• Ability to work independently and collaboratively with other managers

Preferred qualifications:

• Bachelor’s degree
• Previous administrative experience

KNOWLEDGE, SKILLS AND ABILITIES

Position Based Knowledge, Skills, and Abilities:

• Operational knowledge, skills, and abilities in Sharepoint, OneDrive, and the full suite of MS 365 Office Products, including (but not limited to) Word, Excel, Outlook

Supervision Knowledge, Skills and Abilities:

• Ability to schedule, assign, and manage work and resolve problems as needed
• Ability to manage the work including assessment of work process and outcomes, gathering relevant information about the work, recommending alternatives, or elevate issues as needed
• Ability to clearly identify roles, responsibilities, delegate tasks and hold people accountable

Organizational Knowledge, Skills, and Abilities:

• Commitment to Legal Aid Society’s mission to secure equal justice before the law for all New Yorkers
• Interpersonal and communication skills that enable healthy and productive working relationships
• Ability to perform duties with the highest regard for confidentiality, integrity, and respect
• Commitment to Legal Aid Society’s mission and values

Physical, environment, travel, and other duties required:

• Significant time using a computer and monitor; communicating and meeting using video
• Requires physical movement to perform essential job functions which may include bending, reaching, pulling, pushing, standing or walking for long periods of time, accessing small spaces
• May require travel within NYC, across the five-borough region
• Ability to lift 20 pounds on an occasional/routine basis

SALARY AND BENEFITS

The salary range represents a good faith estimate of the range we expect to pay for this role. The actual salary offered may vary depending on many factors, including but not limited to job-related knowledge, skills, and experience, as well as collectively bargained salary steps for unionized roles.

Salary Range: $83,600 - $88,600

The Legal Aid Society offers a generous benefits package including health insurance, paid vacation, disability, and life insurance, and more.

Higher Education and Loan Forgiveness

The Legal Aid Society is a qualified employer for the purposes of the Public Service Loan Forgiveness. This position allows an employee to take advantage of PSLF and other State and Federal loan forgiveness programs. Additionally, employees who are New York residents may be eligible for assistance from New York state to assist with loan repayments, depending on years of practice. To learn more, click the links below.

studentaid.gov

hesc.ny.gov/loan-forgiveness-programs

WORK AUTHORIZATION

All applicants must be legally authorized to work in the United States for any employer without sponsorship for a work visa or permit. We are currently unable to sponsor employment visas or permits. (However, for citizens of Canada and Mexico, LAS will provide a letter documenting employment status that is needed to obtain a TN visa.)

HOW TO APPLY

All applications must be completed online via the career portal. We do not accept emailed applications. Submit the following documents as a combined PDF:

• Cover Letter
• Resume

For technical difficulties or questions regarding this posting, please email jobpostquestions@legal-aid.org.

EQUAL EMPLOYMENT OPPORTUNITY

As an Equal Employment Opportunity (EEO) Employer, The Legal Aid Society prohibits discriminatory employment actions against and treatment of its employees and applicants for employment based on actual or perceived race or color, size (including bone structure, body size, height, shape, and weight), religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, gender identity (one’s internal deeply-held sense of one’s gender which may be the same or different from one’s sex assigned at birth); gender expression (the representation of gender as expressed through, for example, one’s name, choice of pronouns, clothing, haircut, behavior, voice, or body characteristics; gender expression may not conform to traditional gender-based stereotypes assigned to specific gender identities), disability, marital status, relationship and family structure (including domestic partnerships, polyamorous families and individuals, chosen family, platonic co-parents, and multigenerational families), genetic information or predisposing genetic characteristics, military status, domestic violence victim status, arrest or pre-employment conviction record, credit history, unemployment status, caregiver status, salary history, or any other characteristic protected by law.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The Legal Aid Society is committed to a work culture of zealous advocacy, respect, diversity and inclusion, client-oriented defense, access to justice and excellent representation. We are dedicated to building a strong professional relationship with each of our clients (people), to understanding their diverse circumstances, and to meeting their needs. Our ability to achieve these goals depends on the efforts of all of us and our ability to build strong relationships with our colleagues. Every member of our community is expected to continuously learn about the dynamic, evolving, and emerging field of knowledge of identity, bias, and systemic forms of oppression and participate in productive efforts to dismantling bias in all forms.