LEGAL AID SOCIETY
EXEMPT POSITION DESCRIPTION
Executive Assistant and Support Staff Supervisor
Purpose of Job: The Executive Assistant provides administrative support to the Executive Director and management team, supervises the organization’s support staff, and serves as manager of facilities.
Work Environment: Work is performed in the office.
Reports to Executive Director.
Administration:
1. Serves as a member of the Management Team.
2. Drafts and/or reviews, revises and proofreads written documentation of the Executive Director.
3.Maintains and organizes electronic and hard copy files.
4.Relays information to federal, state, and local government officials, grant administrators, and the organization’s board members and staff under the direction of Executive Director.
5.Serves as the Recording Secretary to the Board of Directors. Composes board minutes, organizes, edits, and distributes information packet to Legal Aid board members and leadership team.
6.Prepares and submits Legal Services Corporation grant applications, annual reports, semi-annual reports, and other necessary correspondence.
7.Assists in the preparation and submission of local, state, and federal grants and reports as directed.
8.Receives and documents client escrow payments.
9.Submits applications to the AOC for expungement certification.
10.Coordinates conference and/or travel arrangements for Executive Director and staff.
11.Documents the organization’s financial receipts on a weekly basis.
12.Maintains organization’s petty cash supply.
13.Receives and enters annual campaign donations in Fundraiser; generates acknowledgement letters and assists in the maintenance ofthe database.
14.Assists Development Director with the sale and distribution of ticketsfor the Brush, Bottle, and Barrel of the Bluegrass; enters event donations in Fundraiser and generates acknowledgment letters.
15.Oversees copy machine maintenance and supplies.
16.Serves as Manager of Facilities. Communicates regularly with landlord and contractors to facilitate building maintenance and security.
17.Assists the Executive Director and management team on other matters that support the work of Legal Aid, as needed.
Supervision:
- Oversees support staff operations.
- Supervises job performances and conducts performance reviews.
- Supervises switchboard scheduling and oversight.
- Reviews and determines approval of leave requests.
- Resolves emergency scheduling conflicts.
- Conducts quarterly Support Staff meetings.
- Reviews timesheets.
Qualifications:
- Bachelor’s degree and experience in office administration.
- Outstanding written and verbal communication skills.
- Excellent organizational skills.
- Outstanding interpersonal skills.
- Ability to supervise a staff, take initiative, and problem solve.
- Ability to complete projects and handle multiple tasks timely and efficiently.
- Possesses sound judgment and works well under pressure.
- Exceptional ability to handle confidential/sensitive materials and issues.
- Ability to work independently and with minimal supervision.
- Highly proficient in the use of Microsoft Office Word, Outlook, and Excel; knowledge of Fundraiser helpful. Must be willing to learn and implement other office technologies and database programs as needed.
Physical Requirements:
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, controls or equipment; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, color vision, and the ability to adjust focus.
The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Other: The statements contained in this job description reflect general details necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or to otherwise balance the work load.
Interested applicants should send a cover letter, resume, and three references to Meagen Peden Agnew at the Legal Aid Society (416 W. Muhammad Ali Blvd., Suite 300, Louisville, KY 40202) or to .
Legal Aid Society is an Equal Opportunity Employer.
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