The American Civil Liberties Union of Illinois seeks an entry-level administrative assistant.  The successful candidate will have excellent verbal and written communication skills, strong computer skills, a proactive approach to project management, good judgment and strong organizational skills.  A commitment to social justice and the work of the ACLU is essential, as is the ability to maintain confidentiality and exercise sound independent judgment.  The position is full-time with benefits, and reports to the Office Manager.

RESPONSIBILITIES

  • Provide administrative support to the office:
    • Serve as chief front office and reception staff person for the organization: staff the front desk, answer incoming calls, greet and attend to all visitors
    • Train and manage short- and long-term administrative interns to assist with administrative duties
    • Monitor, distribute, and follow up on ACLU general inbox emails
    • Sort and distribute incoming mail, process outgoing mail, and maintain postage meter equipment
    • Maintain communication with building and security staff: place work orders for office maintenance, register visitors, and manage security card access system for staff members
    • With the Office Manager, assist in overseeing the volunteer-staffed legal intake department, which receives requests for legal aid by phone, email, and regular mail
    • Maintain stock of the office, kitchen, and printing supplies
    • Manage and maintain general appearance and order of all common office spaces including supply/copy room, conference rooms, kitchen, restrooms, corridors, and other spaces as needed
    • Assist with meeting scheduling and set-up, and receive meeting guests
    • Provide overall administrative support to the office as needed
  • Provide administrative and technical support to the Judicial Bypass Coordination Project:
    • Maintain weekly hotline volunteer and on-call attorney schedules, and communicate with hotline volunteers and ACLU attorneys about scheduling
    • Monitor and respond to calls, texts and emails received by the hotline during working hours
    • Maintain and update the Bypass Project database
    • Maintain and update the Bypass Project call distribution systems
    • Assist with training sessions for new hotline volunteers and pro bono attorneys, including assembly of training binders
  • Special projects as assigned

QUALIFICATIONS

  • Prior administrative experience
  • Highly organized; able to track multiple projects at different stages of completion; can prioritize the most urgent and important tasks, and still meet deadlines on the others
  • Great interpersonal and phone skills; can deal appropriately and effectively on the phone with people who are emotional or stressed due to challenging legal situations
  • Proficiency with Windows Operating System, especially with Microsoft Word, Outlook, and other Office programs
  • Ability to follow directions, but also exercise sound independent judgment
  • Ability to work independently and on a team
  • Excellent verbal and writing skills
  • Positive and flexible approach: strikes a positive tone and pushes work forward through obstacles
  • A strong commitment to civil liberties and civil rights
  • Personal enthusiasm, optimism, and a sense of humor

Optional but preferred qualifications:

  • Spanish language skills
  • Familiarity with and experience working on issues of gender and/or reproductive justice
  • Familiarity with database management

SALARY AND BENEFITS

The annual salary for this position is $30,000.  Excellent benefits include four weeks paid vacation after first year; 100% employer-paid medical, vision, and dental insurance for staff and eligible dependents; a 403(b) retirement benefits plan with employer match; life insurance; and long-term disability insurance.

APPLICATIONS

Applicants should email a resume and cover letter describing your interest in this position and the ways in which you satisfy the qualifications specified above.  Email jobs@aclu-il.org and type “Administrative Assistant” in the subject line of your email. Applications will be accepted until the position is filled.

 

The ACLU of Illinois is an equal opportunity employer. We value a diverse workforce and encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, or veteran status.

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