Administrative Assistant

The Organization:
The Florence Project was founded in 1989 to respond to a representation crisis for indigent non-citizens detained at the rural Immigration and Customs Enforcement (ICE) Detention Center in Florence, Arizona. Through our programs today, we provide services to thousands of adults, youth, and children detained in Eloy, Florence, Phoenix, and Tucson, Arizona on any given day. In 2001, the Florence Project implemented our Integrated Social Services Program, one of the first of its kind in this field. The Florence Project provides high quality legal and social services and supports initiatives for national changes in immigration law and policy.

Primary Purpose of the Job:

The Administrative Assistant provides general office and clerical support to a growing free legal services firm and assists in creating a more efficient, productive office. The Administrative Assistant is responsible for greeting visitors, answering phones, handling incoming and outgoing mail. Assists with placing supply orders, coordinating with supply vendors, tracking inventory and office organization and common areas. The position is an essential part of the smooth daily operation of our offices. This position will be based in Tucson but supports the Florence Project’s three offices, with travel between the offices as needed. This is a front-facing customer service position that requires professional attire.

Essential Duties and Responsibilities:

Reception and Office Support

• Demonstrate high quality, customer service in every interaction. This position will manage internal staff support, in person and via phone.

• Greet, welcome, and direct visitors at the front desk.
• Answer, screen, and forward incoming calls.
• Answer basic questions and connect calls to appropriate staff.
• Manage the general voicemail and email inbox.

• Field inbound phone calls and direct to appropriate staff or team, including a daily, high-volume hotline for immigrant detainees.

• Receive, sort, and distribute high-volume incoming mail including USPS, and fax. Manage remote and hybrid staff requests for outgoing mail, print and fax requests, and supply orders.
• Handle high volume of outgoing mail, including creating labels and postage, and mail runs to post-office, FedEx or other delivery services at least 2 times a day.
• Help maintain all office common areas, including reception, kitchen, supply room, copy room, conference room, and other meeting spaces.
• As needed, schedule general office maintenance including scheduling preventative maintenance of office equipment (facilities related issues (e.g. copy machines, refrigerators, water machines, plumbing, air conditioning)

• Monitor and reconcile staff cash purchases; maintain petty cash.

Other Responsibilities:

• Assist with ordering office supplies within monthly budget and maintain inventory of supplies.

• Assist with placing supply orders and reconcile receipt of supplies.
• As needed, monitor and reconcile front desk credit card and cash purchases;

• Assist with coordinating space and supply needs of visiting staff from other offices.
• Assist with off-site storage unit. Take supplies and equipment to storage unit as needed.
• Assist in the onboarding and offboarding process for all staff and interns, including assigning key/access cards and coordinating office equipment and supplies.

• Assist with urgent office situations, as needed.
• Other duties as assigned.

Minimum Requirements:

• High School diploma, or GED or equivalent experience can be considered.

• Fluency or advanced proficiency in Spanish required.
• Ability to troubleshoot basic hardware/software issues and communication with IT vendors for issue resolutions.
• Ability to communicate effectively verbally and in writing. Excellent phone and email etiquette.
• Demonstrated commitment to advocating for indigent immigrant clients in a respectful and empowering way, zealous support of the Florence Project’s mission, and displays a commitment to diversity and inclusion.
• Must be comfortable working with clients with criminal convictions.

• Strong interpersonal skills and the ability to work with diverse populations.
• Highly organized, able to be an innovative thinker and work in high volume setting with limited resources.
• Accuracy and attention to detail a must.
• Ability to do repetitive tasks for long periods of time.
• Excellent problem-solving skills and is able to effectively manage multiple projects and meet deadlines.

• Demonstrate to be a hardworking, flexible, respectful team player that can work effectively in a collaborative, innovative, and client centered work environment.
• Ability to prioritize and work independently, be adaptable and reliable in the face of conflict, pressure, crisis or changing priorities.
• Exhibits high ethical standards and the ability to maintain confidentiality.
• Must be able to pass federal and state background checks.
• Travel is required for this position.

• Must have a valid driver license and reliable transportation.
• Proven computer skills. Advanced understanding of basic office applications.

Preferred Knowledge, Experience, Skills, and Abilities:

• One (1) or more years of relevant office experience preferred.

• Experience with databases and data tracking (i.e., Legal Server).

Working Conditions/Physical Demands:

• Operate in a professional office environment and requires the ability to sit for long periods of time with intermittent walking, standing, bending, squatting, pulling, and pushing.
• Ability to use standard office equipment such as scanners, computers, keyboards, phones, shredders, photocopiers, and filing cabinets. Requires the ability to lift up to ten pounds - accommodations may be available.

• Effective September 1, 2021, FIRRP has implemented a mandatory COVID-19 vaccine policy. To comply with this policy, active employees must be fully vaccinated by October 15, 2021. Employees seeking an exemption due to a medical condition or sincerely held religious belief should contact our Human Resources Department at humanresources@firrp.org.

Salary & Benefits

This is a full-time position. Salary is competitive for our field and geographical area and is commensurate with experience: $41,000-$52,000 Annually. We strive to create and uphold a positive, supportive, and inclusive work environment for all staff.

We offer excellent benefits, including:

• Medical plans including health, dental, vision coverage, subject to plan terms
  
• Short Term Disability
  
• Eligibility for group benefits such as voluntary life insurance, subject to applicable waiting periods
  
• Retirement plan, subject to plan terms
  
• Paid Time Off earned on a biweekly accrual basis- Twenty-five (25) Days of Vacation Time, annually
  
• Five (5) Days of Medical/Sick Time, annually
  
• One (1) Day of Personal Time, monthly
  
• Eight (8) Week Paid Sabbatical, after three years of employment
  
• Bereavement leave.
  
• Company-paid federal holidays, all observed
  
• Eligible for Parental Leave which includes Twelve (12) paid weeks
  
• Mileage reimbursement for travel between offices and places of work.
  
• Relocation Assistance for out of state new hires available for some positions.

Application Process:

This is an immediate opening. Salary is commensurate with experience. The position will remain open until we receive enough qualified applicants. To apply, please submit a cover letter detailing your interest in the position as well as your resume, three professional references. Applications will be reviewed on a rolling basis, and candidates are encouraged to apply early. Only those selected for an interview will be contacted. The Florence Project values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, persons with disabilities, and members of underrepresented communities.

At FIRRP, we recognize that people come with a wealth of experience and talent beyond just the requirements of a job. If your experience is close to what you see listed in our current job opportunities, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence, which is very much valued at FIRRP. Therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.

This job announcement is for informational purposes only and is subject to change and modification without notice. This job announcement includes a non-exhaustive list of responsibilities, qualifications and requirements of the position, but does not necessarily include all the job functions of the position. This position is eligible for membership in the union Proyecto Solidaridad-FIRRP affiliated with OPEIU Local 251.