Office Administrator

$54,766 - $72,010/Yr

Unclassified - San Diego, CA

Part-time

San Diego, CA

About the position

Dependency Legal Services San Diego (DLSSD) is seeking an Operations Administrator to provide overall executive and agency support to the DLSSD Managing Director. This role is crucial as it represents the face and voice of DLSSD, ensuring that management and client information requirements are met with urgency and professionalism. The Operations Administrator will assist management by handling routine administrative details, tasks, and assignments, while also communicating effectively with clients to ensure they receive the assistance they need. The position requires a highly motivated self-starter with a positive attitude, capable of making decisions in line with DLSSD policies and procedures. The essential functions of the role include maintaining confidentiality and security of all internal information, managing multiple incoming calls from clients and staff, and coordinating calendar meetings for the Managing Director. The Operations Administrator will also be responsible for preparing and organizing documentation, maintaining daily attendance, providing clerical support to attorneys, and ensuring the office environment is clean and welcoming. Additionally, the role involves inventory control of office supplies, liaising with building management, and managing the distribution of office keys and ID badges to new hires. The ideal candidate will possess strong organizational skills, a customer service mindset, and the ability to prioritize tasks effectively. They will be expected to model a strong work ethic, foster collaboration, and provide leadership in problem-solving situations. The position requires a minimum of three years of experience in an office, administrative, legal, or business setting, along with proficiency in Microsoft Office applications and a typing speed of at least 40 words per minute.

Responsibilities

• Provide overall executive and agency support to the DLSSD Managing Director.
• Assist management with routine administrative details, tasks, and assignments.
• Communicate with clients and ensure they are assisted appropriately.
• Make decisions in accordance with DLSSD policies and procedures.
• Maintain confidentiality and security of all internal information and files.
• Represent the voice and image of DLSSD as the initial contact.
• Manage multiple incoming calls and respond to inquiries in a courteous manner.
• Coordinate and plan calendar meetings for the Managing Director.
• Prepare, organize, and complete work assignments with independent judgment.
• Maintain daily attendance records and follow up on incoming phone calls.
• Provide clerical support to attorneys as needed.
• Maintain the appearance and cleanliness of the office and front lobby.
• Retrieve and distribute office and court mail, including faxes.
• Perform inventory control of office supplies and maintain stock levels.
• Liaise with building management and staff to meet deadlines and inquiries.
• Order supplies and report any office issues or repairs immediately.
• Update new employee roster changes and distribute legal books to law firms.
• Scan and upload absence amendments and distribute key cards and ID badges.

Requirements

• Three years of paid experience in an office, administrative, legal, or business setting.
• Knowledge of office practices, procedures, and equipment.
• Proficiency in English and spelling for business letter writing and forms; Spanish speaking is a plus.
• Professional office experience in customer service and client problem-solving.
• Intermediate computer skills, including Microsoft Office applications (Word and Excel).
• Solid understanding of web browser applications and professional email etiquette.
• Ability to perform clerical work and follow oral and written directions from management.
• Minimum typing speed of 40 words per minute.

Nice-to-haves

• Experience as an Office Manager, Office Assistant, Administration Assistant, or Executive Assistant.
• Ability to communicate effectively in Spanish.

Benefits

• 401(k)
• 401(k) matching