JOB TITLE: Intake and Office Manager. Full Time, permanent, exempt. Management position.
SCHEDULE: Monday-Friday, from 9:00am-5:00pm. Thirty-five (35) hours per week.
REPORTS TO: Deputy Director
OFFICE LOCATION: 63 Fountain Street, Suite 304, Framingham, MA 01702
HYBRID WORK SCHEDULE: The Intake and Office Manager is required to work in the MWLS office at least four (4) days a week.
SALARY RANGE: $70,000 – $80,000 per year, commensurate with experience and qualifications.
BENEFITS: Strong benefits package includes generous PTO leave, 100% employer paid medical, dental, and vision insurance, 4% employer match on retirement contributions, as well as vacation and holiday time off.
LANGUAGE(S): In addition to English, candidates are required to be fluent in either Spanish and/or Portuguese. Candidates may be tested for language proficiency as part of the interview process.
Summary of Position: MetroWest Legal Services seeks an Intake and Office Manager ("Manager") to help fulfill its mission of providing free civil legal aid to eligible residents of the MWLS service area. As a member of the management team, the Manager will work full-time and in-person at MWLS' office managing the Intake staff and intake process, ensuring office systems and equipment run efficiently, and that MWLS' clients and other visitors are served in a professional and respectful manner. MWLS is committed to providing a welcoming, equitable and inclusive workplace and encourages applicants from a broad range of backgrounds to apply for positions.
Intake Management Duties Include: Oversee and closely monitor the intake process for individuals seeking legal services.Provide direct supervision to a team of three (3) Intake Specialists.As needed, conduct intake, answer the main MWLS telephone line, greet visitors to the MWLS office, and provide interpretation for clients and MWLS advocates.Provide referrals to clients, community partners and others seeking resources.Manage MWLS' main telephone and general voicemail system and serve as a liaison between MWLS and the Webex telephone provider.Coordinate with Supervising Attorneys regularly to identify legal priorities, grant requirements and other factors impacting the intake process.Assist with electronic case and non-case management.Office Management Duties Include: Maintain the MWLS reception and other common physical office areas and equipment.Administer mail to and from the MWLS office.Coordinate the process for in-person interpretation by Intake staff for clients.Coordinate the purchasing of office supplies.Function as point of contact with building's management staff regarding office maintenance, facilities, safety, emergency procedures, and commonly utilized vendors.Maintain the filing system and storage of physical client records.Develop and coordinate office processes with the Management team.Assist with orienting new staff and interns during their onboarding process.Other administrative duties as needed and assigned.REQUIRED AND PREFERRED QUALIFICATIONS: Required: 2-4 years of experience working in a reception area in an office, call center, or similar customer service environment.2-4 years of experience providing direct supervision to staff in a customer service or similar work environment.Experience with data entry or conducting intakes in a work environment that serves people from low-income communities, who speak languages other than English, older adults, and/or people with disabilities.Ability to maintain a high level of attention to detail, accuracy, and confidentiality when managing clients' personal information.Strong organizational, communication, and time-management skills.Proficient in Microsoft Office applications i.e. Outlook, Word, SharePoint, OneDrive, Teams, Excel etc., and experience working with electronic case management programs and web-based phone systems.Ability to work collaboratively and be flexible in adapting to various client situations and changes in program procedures.Demonstrated commitment to valuing diversity, equity, and inclusion and contributing to an inclusive working and learning environment.Salary Description: $70,000 – $80,000/year, depending on experience.
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