Administrative Assistant

Job Type

Full-time

Description

Coast to Coast Legal Aid of South Florida, Inc. (CCLA) established in 2003 is a Legal Services Corporation (LSC) funded, non-profit organization. CCLA provides free civil legal services to low-income and otherwise eligible residents of Broward County and is located in Plantation, Florida, a suburb of Fort Lauderdale. Our mission is to provide equal justice to underserved communities through quality and innovative free civil legal aid. CCLA provides legal advocacy for individuals in our community, helping thousands of economically disadvantaged residents to gain greater access to justice and much-needed legal assistance to remove barriers to a healthy and stable life.

CCLA provides legal assistance in the areas of Family Law & Victims of Crime, Economic Advocacy & Community Health (public benefits), and Senior Law for people age 60 and older. At CCLA, we provide quality civil legal representation and equal access to justice, regardless of their income. CCLA's vision is a community where everyone has the legal resources to thrive.

CCLA is currently seeking a hardworking, compassionate full time Administrative Assistant to work in the Administration Unit to provide administrative and organizational support to the Executive Director, Chief Financial Officer, Human Resources Manager, Directors, Supervising Attorneys, and Program Administrator. This position plays a key role in ensuring effective program management, board governance support, fiscal and grant compliance, and smooth daily administrative operations across the organization. This position is based in our South Florida office and requires an in-office schedule of Monday-Friday, 9:00 a.m.-5:00 p.m.

Specific Position Duties Include:

Administrative & Executive Support

• Work closely with the Executive Director, Chief Financial Officer, Human Resources Manager, Directors, Supervising Attorneys, and Program Administrator to support efficient program management.
• Maintain all corporate records and official organizational documents.
• Organize staff meetings, set calendars, and coordinate administrative workflows and deadlines.
• Complete insurance applications and related documentation.
• Arrange staff travel and lodging.
• Register staff for trainings and conferences.
• Schedule internal and external meetings.
• Process payment of bar dues and professional registrations.

Board of Directors Support & Governance

• Schedule Board of Directors meetings and prepare, distribute, and maintain agendas and supporting materials.
• Attend all Board meetings and accurately record and maintain official meeting minutes.
• Coordinate with the Program Administrator to ensure timely submission of Board minutes and attachments to grantors.
• Maintain current Board roster and committee records.
• Update and maintain the Board Manual on an annual basis.

Fiscal & Compliance Support

• Reconcile monthly bank statements and perform administrative tasks in support of the fiscal department.
• Assist in preparation for program monitoring visits by funders.
• Assist in compiling reports, records, and documentation for auditors.

Human Resources & Development Support

• Provide administrative support to the Human Resources Department, including onboarding-related tasks and record maintenance.
• Provide administrative support to the Development Department, including assistance with grant applications, reporting, and compliance tracking.
• Help organize workloads, timelines, and deadlines related to grants and reporting requirements.

Technology & Systems Administration

• Maintain user accounts for staff in legal and professional systems including MIE, PLI, and other legal resources.
• Serve as a back-up administrator for KnowBe4 Cybersecurity Training.
• Serve as a back-up Site Administrator for the Legal Server case management system.
• Performs all other duties as assigned and/or requested by Executive Director, Management Team, Supervisors, or as required by grant(s). Or Performs other duties as requested by Management, Supervisors, or as required by grant(s).

Position Requirements:

• Bachelor's degree preferred.
• Prior experience in a legal aid, nonprofit, LSC-funded organization, government, or similar setting is strongly preferred.
• Experience with legal case management systems; familiarity with Legal Server is a plus.

Skills & Competencies

Strict adherence to confidentiality.

Experience taking meeting minutes is a plus.

Exceptional organizational skills with strong attention to detail and accuracy.

Ability to prioritize and manage multiple responsibilities simultaneously.

Ability to work independently with minimal supervision and follow direction without requiring follow-up.

Ability to establish, manage, and meet strict timelines and deadlines.

Strong interpersonal skills and ability to collaborate effectively in a diverse work environment.

Flexibility and ability to work under pressure.

Excellent written, verbal, and phone communication skills.

Proficiency in Microsoft Office, Teams, Zoom, Excel, and Adobe PDF.

Due to funder requirements, all applicants must pass a background check before employment begins.

Here at CCLA we offer our employees an outstanding and generous benefits package, which includes medical, vision, dental (100% employer paid for individual coverage), life, short-term, long-term disability insurance (100% employer paid coverage), supplemental insurance, and a 403(b) plan (tax-sheltered annuity plan) with an employer contribution.

Additionally, CCLA offers substantial discounts on gym memberships, parks, travel, pet insurance, and more, contributing to our employees' overall well-being.

CCLA is very proud of our work-life balance by giving our employees a substantial paid time off package which includes vacation, sick leave and over 12 holidays a year.

At CCLA, we foster a positive and supportive work environment where we work hard to provide exceptional service to our community. The work is both challenging and rewarding, and we take pride in the commitment and dedication of our team.

For more information about CCLA, please visit our website at www.coasttocoastlegalaid.org .

CCLA is an equal opportunity employer and provider.