Administrative Assistant II - Advocacy Center
About The Position
Team Gilbert has an exciting opportunity for a highly motivated professional to fill the position of Administrative Assistant II within our Advocacy Center. The Administrative Assistant II within the Advocacy Center will be the first point of contact for individuals visiting or calling the Advocacy Center - many of whom are victims of crime who may be in crisis or in emotional distress. The person in this position must be trauma-informed, culturally responsive, and skilled at coordinating closely with law enforcement, medical providers, advocates, and other partner agencies to ensure clients receive a safe, respectful, and seamless experience.
Requirements
- 4-7 years experience with doing comparable level 2 responsibilities.
- Considerable previous experience required in the same or similar previous positions.
- The job requires a sound knowledge of common and uncommon techniques, concepts, methods, practices, use of forms, routines, etc., of complex nature.
- H.S. Diploma or G.E.D., Associate's Degree is preferred.
- Depending on assignment full Police Department background check, including polygraph may be required.
- Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
- Because of the confidential, sensitive nature of information handled, successful completion of an extensive Police Department Background Investigation is required.
Nice To Haves
- Trauma-Informed Care certification or training (or willingness to complete training upon hire)
- Experience working with victims of domestic violence, sexual assault, child abuse, or other violent crimes
- Notary Public commission (or willingness to obtain within [X] days of hire — agency will cover associated fees)
- Familiarity with local law enforcement, court systems, and medical/forensic exam processes
- Bilingual certification or formal interpreter training
- Experience working in a nonprofit, government, or victim-advocacy setting
Responsibilities
- Greet all visitors, clients, and callers with warmth, patience, and professionalism, recognizing that many individuals arriving at the Center may be in crisis or distress
- Assess immediate safety or medical needs upon arrival and respond appropriately, including alerting appropriate staff or emergency services when necessary
- Manage multi-line phone system, screen and route calls, and take detailed, accurate messages
- Maintain a calm, organized, and welcoming waiting area
- Communicate with courts, prosecutors' offices, and community-based service providers (housing, counseling, legal aid, etc.) as directed
- Track referrals and follow up to confirm appointments and services were completed
- Maintain accurate, confidential client records and intake documentation in compliance with agency policy and applicable privacy laws (e.g., VOCA, HIPAA where applicable)
- Prepare and organize case files, correspondence, and reports
- Coordinate with volunteers and donors while maintaining a donation database
- Maintain strict confidentiality regarding all client information, in accordance with agency policy, funder requirements, and applicable state and federal law
- Collect and sort data to provide to the Data Strategist
- Recognize mandatory reporting obligations and follow agency protocol when required
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
