Executive Secretary II

Bronx Legal Services seeks an Executive Secretary II to join the dynamic leadership team of a community-based legal advocacy center with over 185 advocates, a $35 million annual budget, and two neighborhood offices. The Executive Secretary II is a key member of the administrative management team and will work under the supervision of the Director of Administration, in all aspects and administrative support of the Bronx office.

Our Organization

Bronx Legal Services is part of Legal Services NYC, the largest provider of free civil legal services for low-income people in the country. Bronx Legal Services has worked tirelessly for nearly six decades to provide high-quality innovative representation to address the pressing needs of the Bronx’s diverse low-income population, in the areas of housing, homeowner protection, public benefits, access to healthcare, disability rights, family law, immigration law, consumer law, access to education, and employment rights. Our mission is to fight poverty and seek racial, social and economic justice.

All non-managerial staff at LSNYC are part of a one union and enjoy generous benefits and compensation package, including exceptional healthcare, dental insurance, a vision plan, 21 vacation days per year (increasing to 28 days after the first year), 18 sick days per year, and a loan repayment assistance program. LSNYC staff can work on a hybrid model of in-person and remote work and staff are expected to be in the office at least 50% of the time (5 days out of a bi-weekly pay period).

Roles and Responsibilities

The Executive Secretary II at Bronx Legal Services will perform tasks related to office administration and client services, provide support and document management. The Executive Secretary II will play a pivotal role in providing administrative support to Director of Administration, monitoring and making arrangements for proper maintenance of the office, ordering office supplies, equipment maintenance, handling petty cash, escrow, and revolving accounts. We seek a candidate with good judgment and strong technical and communication skills. In addition, the successful candidate must have good problem-solving skills and a demonstrated initiative and capacity to complete self-directed tasks and the skills to work with diverse teams. Finally, we seek someone who both sees the big picture and focuses on the small details.
Primary Responsibilities would include:

• Handling petty cash, paying bills, preparing, authenticating and submitting personal reimbursements, and assisting with other fiscal-related requests;
• Liaison between the Bronx office and Central finance department
• Handling escrow under the supervision of the Director of Administration;
• Scheduling appointments, making telephone calls, and drafting basic correspondence maintaining group calendar;
• Ordering and maintaining office supplies and equipment;
• Assisting management with monitoring and ensuring maintenance of officewide needs, including publications, furniture and office conditions.
• Reviewing, sorting, distributing, stamping, collecting and posting mail;
• Using current programs for word processing, database and information management, and document preparation;
• Entering and tracking information in electronic format, including databases and grant management systems, and running reports with the data;
• Assisting in the maintenance of client and office-related files, including copying, scanning and distribution materials, filing and assisting with requests related to preparing files for program audits;
• Providing information and referrals to clients and community members utilizing available internal and external resources;
• Using language-assistance resources, including translation and interpretation services available to assist clients and community members with a non-English language preference.
In addition to the above, we seek a candidate with:
• At least 7 years of relevant administrative experience with some of the experience in working in a nonprofit and legal services setting.
• Strong interpersonal skills,
• Must pay close attention to detail,
• Strong analytical and problem-solving skills
• Conscientious self-starter, independent worker, manage large numbers of tasks simultaneously,
• An ability to manage multiple priorities, work well under pressure and tight deadlines;
• Proficient in Microsoft Word, Outlook and Excel.
• Intermediate knowledge of Adobe Pro.
• Excellent written and oral communication skills.
• Excellent team player, work well in teams and foster collaboration.
• A demonstrated passion for social justice and extensive experience working with low- income communities and communities of color to advance equity.
• Familiarity with the Bronx and the communities we serve.

Studies have shown that women and people of color are more hesitant than others to apply for jobs where they fear they may not fully meet every single qualification listed. While the above list represents the qualities we seek in applicants, we are committed to finding the best candidate for the job. If you are interested in this position and have substantial relevant experience, we encourage you to apply even if you do not fully meet each of the criteria above.

How to Apply:

Interested individuals should submit: a cover letter, resume, a writing sample and contact information for three references.

Bronx Legal Services is a part of the Legal Services NYC network and provides competitive salary and benefits in accordance with the Legal Services NYC Collective Bargaining Agreement. Our staff are members of the LSSA/NOLSW UAW Local 2320.

Legal Services NYC is an equal opportunity employer. People of color, women, people with disabilities, people over 40, and gay, lesbian, bisexual, and transgender people are strongly encouraged to apply

Only candidates selected for interviews will be contacted. Please, no phone calls.