Office Coordinator

 
THE ORGANIZATION
 
The Florence Project was founded in 1989 to respond to a representation crisis for indigent non-citizens detained at the rural Immigration and Customs Enforcement (ICE) Detention Center in Florence, Arizona. Through our programs today, we provide services to approximately 7,500 men, women, and children detained in Eloy, Florence, Phoenix, and Tucson, Arizona on any given day.  The Florence Project has become known nationally for its legal service delivery systems which ensure detained people empowered access to justice. The Florence Project provides high quality legal advice or representation and supports initiatives for national changes in immigration law and policy.
 
Detention in Arizona is growing, family separation continues, and recent changes to case law and policies have made bond and asylum incredibly challenging. The Florence Project is on the frontlines of immigration, fighting back against constant attacks on immigrants’ rights. Come join our team and be part of the change, fighting for immigrants’ rights in these challenging times.
 
FLORENCE OFFICE COORDINATOR POSITION DESCRIPTION
 
The Office Coordinator provides general office and clerical support to a growing free legal services firm, and assists in creating a more efficient, productive office. The Office Coordinator is responsible for 
handling incoming and outgoing mail, coordinating with supply vendors, placing supply orders, tracking inventory and overseeing office organization and common areas. The position is an essential part of the smooth daily operation of our offices. This position will be based in Florence but supports all of the Florence Project’s three offices, with travel between the offices as needed. This is a front-facing customer service position that requires professional attire. 
 
*Please note some of these responsibilities will be more relevant once our staff returns from remote working due to COVID-19*
 
Duties include but are not limited to:
 
·       Demonstrate high quality customer service in every interaction. 
·       Receive, sort, and handle incoming/outgoing mail including USPS, fax, and email.
·       Maintain all office common areas, including reception, supply and copy areas, break rooms, and meeting spaces. 
·       Work with vendors to maintain quality of office building and grounds; schedule and oversee maintenance as needed.
·       Maintain office equipment, and schedule staff trainings with vendors (computers, phones, copy machines). Trouble shoot issues with staff as needed. 
·       Work with Operations Manager on equipment, furniture, hardware/software issues, and upgrades.
·       Order office supplies within monthly budget and maintain inventory of supplies. Place supply orders and reconcile receipt of supplies.
·       Monitor and reconcile staff credit card and cash purchases; maintain petty cash. 
·       Coordinate regular staff appreciation events such as monthly coffees and lunches.
·       Coordinate meeting room setup including, maintaining reservation system, and shared laptop and projector checkout.
·       Assist and organize meetings including selecting venue, ordering food, set-up and cleanup, and preparing projector and screen when requested. 
·       Assist with coordinating space and supply needs of visiting staff from other offices.
·       Maintain on-site storage unit. Take supplies and equipment to storage unit as needed.
·       Assist in the onboarding process for all new hires. Responsible for assigning keys, security access, adding name to scanner, training on shared calendars, office tour of common areas
·       Assist with urgent office situations, as needed.
 
 
QUALIFICATIONS
 
·       Knowledge of Microsoft Office and G Suite (Google apps for business)
·       Ability to troubleshoot basic hardware/software issues and communication with IT vendor for issue resolutions
·       Excellent phone and email etiquette
·       Good typing skills
·       Ability to prioritize tasks and work both independently and as part of multiple teams
·       Aptitude for problem solving
·       Friendly and personable
·       Must have a commitment to diversity and inclusion
·       Commitment to advocating for indigent immigrant clients in a respectful and empowering way and zealous support of the Florence Project’s mission 
·       Must be a hard-working team player with a sense of humor who is flexible, patient, respectful, and comfortable (and have necessary organizational skills to thrive) in a busy nonprofit setting
·       Must have excellent written and oral language skills; research and analytical skills; and strong interpersonal skills with the ability to work with diverse populations.
·       Must be adaptable and reliable in the face of conflict, pressure, crises, or changing priorities.
·       Travel is required for this position; therefore, candidates must have access to reliable transportation. 
·       Candidates must be able to clear basic background checks, and obtain security clearance to enter detention facilities.

Salary and Benefits 

This is a full-time, hourly, non-exempt position. Salaries are competitive for our non-profit network and public interest legal jobs in Arizona. Cost of living in Arizona is very reasonable. We strive to create and uphold a positive, supportive, and inclusive work environment for all staff. We offer excellent benefits, including:

  • Medical, dental, vision, life insurance, and short term disability insurance, with full premiums paid by the Florence Project, and partial health insurance premiums paid for dependents. 
  • After one year of employment, employees are eligible for an employer matching retirement plan. 
  • One personal day paid each month. 
  • Twenty five days of vacation per year. 
  • Five days of sick/medical leave annually. 
  • Six weeks of paid parental leave (up to twelve weeks total, with option to use personal, vacation, and sick paid time off for unpaid portion) 
  • Relocation Assistance for new hires living out of state 
  • Bereavement leave. 
  • All federal holidays observed. 
  • After three years of employment, employees are eligible for an eight week paid sabbatical. 
  • Mileage reimbursement for travel between offices and places of work. 
 
APPLICATION PROCESS

This is an immediate opening. To apply, please complete the application below and upload a cover letter detailing your interest in the position, and resume with three professional references. Applications will be considered on a rolling basis, and applicants are encouraged to apply as soon as possible. Only applicants selected for an interview will be contacted. The Florence Project values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, individuals with disabilities and members of underrepresented communities. 
 
This job announcement is for informational purposes only, and is subject to change and modification without notice. This job announcement includes a non-exhaustive list of responsibilities, qualifications and requirements of the position, but does not include all the essential job functions of the position.

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