ADMINISTRATIVE ASSISTANT

POSITION DESCRIPTION

 

JOB CLASSIFICATION:               Non-Exempt

 

SUPERVISOR:                             Operations Manager

 

WORKING HOURS:                     Full time In Office. 8 am - 5 pm with 1 hour lunch break.

                                                      7:30 am - 4:30 pm when covering dockets./WEEK

TO APPLY:                                   Submit a cover letter and resume to jobs@multnomahdefenders.org with "ADMIN ASSISTANT" in                                                                      the subject line. Estimated start date in early-mid July.

COMPENSATION:                        $34,770/year starting salary. This position is represented by a Bargaining Unit. 

                                                       Medical, Dental, and Vision Insurance are provided. Generous sick time, vacation time, and

                                                       annual merit based reviews with raises are also provided.

 

Multnomah Defenders, Inc. (MDI) is a non-profit public interest law firm established in 1982. MDI lawyers and staff defend adults and juveniles in the courts of Oregon in criminal, juvenile, contempt and appellate matters. Our mission is to provide high quality legal representation to our clients and to treat every client with dignity and respect.  

 

MDI is looking for an Administrative Assistant to support day to day operations as well as support clients in coordinating office visits. Given MDI's fast paced environment and the inherent catch-all "as needed" character of the job, specific projects may vary week to week. Percentages detailed below may fluctuate depending on need and schedules of other support staff. This job is located at our office in Downtown Portland.

RECEPTION PHONES (50% or more depending on coverage need)

  • 4-hour shifts (with breaks) of answering the main reception line.

    • Answering the phone and transferring calls to relevant staff.​

    • Speaking with clients to help establish who their attorney is via our case management system.

    • Managing expectations and conveying clear information to people who may be under stress or incarcerated.

    • Communicating with court staff and partners.

    • Helping keep staff and court contact information up to date.

    • Providing extended reception phone coverage on days that the primary Receptionist is out of office.

LEGAL SUPPORT (25%)

  • Docket Coverage (checking court schedules and sending out to all attorneys)

  • Trial Assistant direct support: redacting, scanning and delivering documents to relevant staff, processing discovery​​ materials,   etc.

  • Participation in weekly, Monday Morning, 9am Criminal Legal/Admin staff ZOOM meeting.

  • Redacting police reports and preparing mail for clients.

  • Assisting the Executive Director with case management and scheduling.

  • Assisting Admin team on various tasks such as mail, organizing of case expense reports, scanning and preparing files to shred.

CLIENT SUPPORT (25%)​

  • Client contact and support as needed - accepting paperwork, providing information, etc.

  • Calling and corresponding with clients to remind them of court dates.

  • Being available to visit with clients in person at the office.

  • Staying aware of when in-office appointments are scheduled, as well as talking with clients who drop in looking for their attorney or information.

  • Coordinating  with staff on-site who might be available to help in person

  • Alerting Attorneys and Staff when their appointment has arrived

  • Preparing meeting rooms for visitors

  • Advising people who need to come by a different time or call to make an appointment

  • Offering very general information about Multnomah County Court process and office protocol

DESIRED SKILLS & EXPERIENCE:

  • Professional communication skills, calm phone demeanor, team-minded approach

  • Basic knowledge of office telephones, copiers/printers and scanners

  • This job requires occasional physical travel between a 5-10 block radius in SW Portland

  • Conversational Spanish speaking ability a plus

  • Experience working with people under stress, and a commitment to indigent defense

  • Competency in Microsoft Word, Outlook, and Windows computers

  • Experience in Action Step, or other case or data management software a plus.

COVID CONSIDERATIONS: We continue to mask in the office and keep up to date on the needed precautions. This position is designed to be a part of the in-office team.

 

MDI is an equal opportunity employer. We do not discriminate based on race, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. MDI values diversity in our hiring decisions.