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Administrative Assistant

Description: 

Position Summary:

New Hampshire Legal Assistance (NHLA) seeks a full-time Administrative Assistant. Administrative Assistants provide essential administrative support within our nonprofit law firm. We are particularly interested in candidates who speak another language (in addition to English) that is widely spoken in New Hampshire.

NHLA is a civil legal aid provider with offices in Berlin, Claremont, Concord, Manchester, and Portsmouth. We are seeking an Administrative Assistant to be based in our Manchester office, with regular travel to cover our Portsmouth and Concord offices. Mileage reimbursement at the IRS rate and toll reimbursement will be provided for travel between Manchester and Portsmouth/Concord. NHLA offers hybrid (remote/in person) work arrangements to interested staff, typically permitting up to two days per week of regularly-scheduled remote work. Staff members are provided with the necessary equipment (such as laptop computers) to work from their homes. This position requires at least three days per week of in-person work, including in-person work on Fridays, and will require five days per week of in-person work in some weeks.

The desired start date for this position is no later than October 31, 2022. The application process and timeline is described below.

NHLA is an Equal Opportunity Employer. We are committed to building a diverse staff that reflects the communities of low-income and older (age 60 plus) people NHLA works alongside, and we value equity and inclusion in our workplace. NHLA actively seeks applications from Black people, Indigenous people, people of color, the LGBTQ community, people with disabilities, older adults, veterans, people who have lived experience with poverty, and other people belonging to communities that have historically experienced injustice.

 

Position Duties:

  • Provide regular coverage during the planned leaves of other administrative support staff in NHLA’s Concord and Portsmouth offices, with a home base in NHLA’s Manchester office
  • Collaborate with NHLA attorneys and paralegal advocates to support preparation of correspondence, memoranda, court documents, presentations, and other documents
  • Provide in-person and telephone reception, including greeting office visitors and handling telephone calls and email correspondence
  • Process incoming and outgoing mail
  • Support attorney and paralegal advocate work through tasks such as scheduling and file maintenance
  • Conduct confidential interactions with NHLA clients by telephone and email, as well as in person
  • Provide case preparation, litigation, and project support, including interactions with government agencies and other law firms

 

Requirements: 

Position Qualifications and Competencies:

  • Fluency in a second language widely spoken in New Hampshire, in addition to English, strongly desired
  • Previous administrative support experience desired
  • Excellent attention to detail and organizational skills
  • Excellent interpersonal and communication skills
  • Current technology skills including proficiency in Microsoft Office and Adobe
  • Ability to travel regularly to provide coverage in NHLA’s Portsmouth and Concord offices
  • Commitment to serving people with low income and older adults and learning about poverty law; knowledge of New Hampshire social services a plus

 

Position Salary/Benefits:

This is a full-time position. Full-time is defined as 37.5 hours per week. This position is considered non-exempt for the purpose of federal wage/hour law.

The anticipated salary for the position depends on prior administrative-related work experience, expected to range from $20.51 per hour/$40,000 per year for candidates with 0 years of prior administrative support work experience, to $22.66 per hour/$44,200 per year for candidates with 5 years of experience, to $25.38 per hour/ $49,500 per year for candidates with 10 years of prior administrative-related work experience. The position is eligible for the NHLA employee benefits package including medical/dental insurance, retirement plan, and generous paid time off.

To Apply: 

By Tuesday, September 27th, please send your resume with a cover email summarizing your interest in the position and your qualifications to: officemanager@nhla.org. A separate cover letter is not required in addition to the cover email.

In your cover email, please feel invited to tell us anything that will help us communicate respectfully with you, including your preferred pronouns, the pronunciation of your name, any communication access needs or reasonable accommodations requested during the hiring process, or any other relevant information.

 

Application Process and Timeline:

NHLA will appoint a Hiring Committee including  3-4 NHLA staff members and the NHLA Human Resources Manager. NHLA occasionally asks people who are not NHLA staff members to serve on a Hiring Committee.

Applications are due by 5 PM on Tuesday, September 27, 2022. See “How to Apply,” above. All applications received by that date will be considered.

Applications will be reviewed by the Hiring Committee by Tuesday, October 4, 2022. If you have not heard from NHLA to schedule an interview by Friday, October 7, 2022, your application is no longer being considered. We do not notify candidates who were not selected for interviews due to the volume of applications we typically receive.

We expect the Hiring Committee to conduct interviews with no more than 6 candidates. We expect first interviews to be scheduled early in the week of October 10. Interviews are 45 minutes in duration and typically scheduled between 9 AM and 5 PM on weekdays. We can accommodate other scheduling preferences if necessary. Candidates selected for first interviews will receive a list of the interview questions at least 48 hours in advance. No other questions will be asked at the interview, but it is possible that not all questions will be asked if we run out of time. We will leave at least 10 minutes for candidate questions at the conclusion of the interview. For candidates who speak a language other than English, a portion of the interview may be conducted in that language, with interpretation provided for other participants as needed.

Members of the Hiring Committee and/or the Executive Director may conduct second interviews with no more than 2 finalist candidates. We expect these second interviews to be conducted late in the week of October 10. Second interviews are 30 minutes or shorter in duration and typically scheduled between 9 AM and 5 PM on weekdays. We can accommodate other scheduling preferences if necessary. Questions are not provided in advance for second interviews. We will leave at least 10 minutes for candidate questions.

After the second interview, we will ask no more than 2 finalist candidates to provide 3 references and a brief writing sample of no more than 10 pages. We will contact the 3 references as quickly as possible, asking all references the same questions. Candidates with disabilities who wish to request reasonable accommodations should they be offered the position are invited to request them, in writing, at this stage of the process.

Based on information gathered in the entire hiring process, we will make an offer to 1 candidate with salary and benefits information. The offer is contingent on completion of a criminal record background check. Not all criminal records are disqualifying.

Once a candidate has accepted the position, we will notify all candidates who had a first interview (or a first and second interview) that they have not been selected.

Please note that NHLA does not expect to receive thank you notes from candidates selected for first or second interviews and does not place any weight in the hiring process on receiving (or not receiving) thank you notes.

We need to fill this position urgently, and seek a start date no later than October 31, 2022.

 

About New Hampshire Legal Assistance:

NHLA is a statewide nonprofit law firm that helps low-income and older individuals and families with civil legal problems that impact their basic needs, such as housing, economic security, and safety from violence. As a civil legal aid provider, we represent clients in all of New Hampshire’s state and federal courts, as well as before administrative agencies. We advocate for low-income and older people in the New Hampshire Legislature and offer training and education to our client communities as well as fellow service providers. NHLA is a cornerstone New Hampshire nonprofit; we marked our 50th anniversary in 2021.

Information

Submission Deadline: 
September 27, 2022
Organization Information: 
New Hampshire Legal Assistance
1850 Elm Street Suite 7
Manchester, NH 03104
United States
Phone: