Administrative Assistant II

POSITION OVERVIEW

Provides administrative support in a variety of functions to the Department head. Collects, reviews and analyzes data and prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine inquiries from external or internal sources with own correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. May be responsible for creating reports and distributing on a regular schedule. Has advanced word processing, spreadsheet, and graphics software skills.

Responsibilities

• Assist with drafting, dissemination, and electronic filing of: (1) responses to Union information requests; (2) grievance responses; (3) documents pertaining to planning for contract negotiations; and (4) documents pertaining to compliance with or implementation of labor contract provisions.
• Assume general administrative responsibilities including timekeeping, training of colleagues, case management and other responsibilities related to program compliance, requests for mileage reimbursement, program scheduling, tracking attendance for program staff, etc.;
• Record and monitor program data to assist with budget compliance;
• Maintain office supplies through inventory and regular orders;
• Assist in mail responsibilities including receipt, logging, and distribution of office mail;
• Assist in maintenance of office space and office equipment, including computers, copy
• machines, phones;
• Responsible for program and office event logistics, including travel coordination;
• Assist program director with administrative research questions for growing program;
• Assist in the creation, writing, proliferation and compliance of program manuals and policies;
• Assist supervisor in maintaining their calendar, including meetings with stakeholders, RAICES colleagues and clients;
• Analyze situations and exercise sound judgment in determining appropriate courses of action with a high level of discretion and confidentiality.
• Any additional responsibilities assigned by the Department head

Minimum Qualifications

• High school diploma or its equivalent, or training in, office an management and/or administrative studies;
• 3 years of comparable administrative experience.

Preferred Qualifications

• Associates or Bachelor Degree preferred;
• 5 years of comparable administrative experience.
• 2 plus year experience in the legal field and/or non-profit field is preferred; and
• 2 plus years experience in inventory and supplies and budget compliance.

Attributes

• Must demonstrate behavior that aligns with RAICES' mission, vision, and values - Empowerment, Excellence, Compassion, Inclusion and being Proactive;
• Excellent skills in google suite, Microsoft office suite, and Adobe;
• Professional written and oral communication;
• Ability to handle multiple projects, both independently and in a team;
• Able to travel occasionally;
• Ability to handle multiple projects, both independently and in a team;
• Detail oriented and skilled at organizing information, documents, and materials;
• Positive, team-oriented attitude and ability to adapt and be flexible in changing work environment;
• Ability to handle multiple projects, both independently and in a team;
• Very strong interpersonal skills and the ability to build and maintain a professional, friendly, and cordial relationships with stakeholders, including staff, board members and external partners;
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

PLEASE NOTE: Employees are expected to live within the assigned geographic location to commute to and from the office or assigned on-site location(s) as business or client needs require.

• Currently, all interviews are virtual.
• All positions will require working remotely and in-office at the assigned work location.
• Applicants must reside in the state of Texas.
• Relocation assistance may be provided to candidates willing to relocate.

Neither the Refugee and Immigrant Center for Education and Legal Services (RAICES) policies nor this job description should be construed by any employee as an express or implied contract guaranteeing the rights of any employee permanently. RAICES is committed to building an inclusive environment for people of all backgrounds and strongly encourages people of color, women, lesbian, gay, bisexual, transgender, queer, plus (LGBTQ+ ), and individuals who have been impacted by the criminal system or the immigration system to apply; and, RAICES is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, sexual orientation, gender identity or expression, religion, disability, national origin, protected veteran status, age, or any other status protected by applicable national, federal, state, or local law. This policy applies to all terms and conditions of employment including, but not limited to, hiring, transfer, promotion, demotion, termination, lay-off, leaves of absence, compensation, and training.