Administrative Assistant

Job Announcement

Administrative Assistant

The ACLU is the nation’s foremost defender of civil liberties and civil rights. The ACLU of Colorado, founded in 1952 as the Colorado affiliate of the American Civil Liberties Union, is a strong, growing organization with thousands of members, supporters, and activists across the state. We work in the courts, in the legislature, and in communities across the state to protect and strengthen civil liberties for all, drawing from principles articulated in the Constitution and the Bill of Rights. For more information about the work of the ACLU of Colorado, please visit our website at www.aclu-co.org.

Position Overview:

The ACLU of Colorado seeks to hire a full-time Administrative Assistant in its Denver office. Under the supervision of the Deputy Director, the Administrative Assistant provides clerical and administrative support for various departments, primarily Legal, Administration, and Development. The position requires compassion, flexibility, a sense of humor, and an ability to juggle multiple assignments with varying deadlines. The successful applicant demonstrates professionalism, superior organizational skills, careful attention to detail, and an ability to communicate well with co-workers and clients.

Job Responsibilities:

Legal Department

  • Maintain database of legal intakes received by ACLU of Colorado, including administrative support in sending responses to intake requests.
  • Gather and disseminate information in response to telephone and written inquiries.
  • Help process incoming and outgoing Legal Department mail.
  • Assist with organizing and maintaining electronic and paper filing systems (litigation and administrative files), by means of scanning, photocopying, faxing, and filing.
  • Create and maintain legal resource binders for staff attorneys.
  • Create and maintain Excel spreadsheets to track records requests.
  • Provide administrative support for attorney review of applications for intern positions.
  • Schedule meetings and conference calls, and prepare relevant materials.
  • Assist with travel arrangements.
  • Assist with processing Legal Department invoices.
  • Perform other clerical and administrative duties as assigned by the Legal Director and Staff Attorneys.

Administration and Development Departments

  • Serve as a primary point of contact with the general public; field, route, and sometimes respond to general phone and email inquiries; greet in-person visitors.
  • Maintain database of organization volunteers and track volunteer hours.
  • Assist with scheduling meetings and appointments for Executive Director, Deputy Director, and various groupings of other staff. Assist with some travel arrangements.
  • Perform office duties, including retrieving and distributing mail, monitoring and ordering office supplies, copying, and filing.
  • Assist Operations Manager with office systems, including telephone, voicemail, and information technology. Contact and interface with vendors and IT support as necessary.
  • Assist Operations Manager with routine maintenance of office equipment.
  • Work on special research and organizing projects as assigned by Executive and Deputy Directors.
  • Assist with planning and producing outreach, board, and staff events.
  • Assist with development database maintenance: data entry, address changes, etc.
  • Photocopy and deposit batches for Development Department and Accountant.
  • Assist with Development mailings, including weekly acknowledgment letters and larger projects.
  • Other duties as assigned.
 Qualifications:
  • High school degree and two years of experience required; Bachelor’s degree preferred.
  • Strong organizational skills and careful attention to detail.
  • Strong drive and initiative, with ability to manage time well in an environment of many concurrent assignments and deadlines.
  • A commitment to professional discretion and to the confidentiality required of legal workers.
  • A willingness and desire to jump in and help out on any project, to learn new skills, and to take ownership of assignments.
  • Strong skills and experience working with computers, including advanced use of Microsoft Word, Excel, Outlook, Adobe Acrobat, and the Internet; skills in software trouble-shooting desirable.
  • Knowledge of correct English spelling, grammar and punctuation required.
  • Ability to operate standard office equipment.
  • Commitment to civil liberties principles and the goals of the ACLU.
  • Knowledge of Spanish a significant plus.
Compensation and Benefits:

Salary is based on experience, and within pay scale parameters of the nationwide ACLU and the Denver area nonprofit sector. Benefits include medical and dental insurance, life and long-term disability insurance, 401k contribution, and paid vacation and holidays.

To Apply:

Send a cover letter, resume, and references in an email with “Administrative Assistant, ACLU of Colorado” in the subject line to jobs@aclu-co.org. No phone calls, please. Applications will be accepted until the position is filled, which will not be before February 15, 2018.

ACLU of Colorado is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU of Colorado encourages 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, veteran status, and record of arrest or conviction.