American Civil Liberties Union of New Mexico Foundation

Position Announcement: Administrative Assistant (part time)

 
The American Civil Liberties Union (ACLU), a national public interest organization, is the leading defender of civil liberties guaranteed by our nation’s Bill of Rights.  The ACLU of New Mexico, a private, non-profit organization, is the state’s guardian of freedom that works to promote and defend civil liberties in New Mexico.  To achieve our mission, we manage legal, legislative and public education programs on a broad range of constitutional issues including discrimination, free speech, religious freedom, reproductive rights, GLBT rights, and privacy.  The ACLU of New Mexico has offices in Albuquerque and Las Cruces.  It has 5,700 members and an annual budget of $1.5 million.  Our staff includes seventeen employees.  To learn more about the work of the ACLU and the civil liberties principles we uphold, please visit www.aclu-nm.org.
 
The ACLU is an equal opportunity/affirmative action employer and encourages applications from all qualified individuals including women, people of color, persons with disabilities, and lesbian, gay, bisexual, and transgender individuals.
 
Position Overview
The Administrative Assistant for ACLU-NM’s Regional Center for Border Rights (RCBR), provides administrative support to RCBR staff and helps facilitate smooth operations of the office. Based in Las Cruces and reporting to the RCBR Director, the assistant will be responsible for ensuring the smooth daily operations of the RCBR office, this includes providing administrative support, maintaining office equipment, handling correspondence and complaint intake, and translating documents from English to Spanish. This is a part-time, 20 hours a week, position.
 
Under the direction of the RCBR director, the principal job responsibilities of the Administrative Assistant include, but are not limited to:
 
Office Operations
  • Ensure an organized and efficient office environment.
  • Work with Albuquerque staff on financial administration for the RCBR, which includes procurement of bids for services, processing employee expense reimbursements and credit card payments, and to ensure timely payment as well as renewal of service contracts.
  • Maintain and organize inventory of office supplies and educational materials.
  • Ensure office equipment is maintained and working properly including computers, computer network, internet service, printers, copier and phone system. Manage equipment inventory list and facilitate the disposal of surplus equipment.
  • Organize and maintain office-wide filing and record-keeping systems, including electronic files. Ensure compliance with records retention and confidentiality guidelines.
  • Provide general office support, i.e., pick up and distribute mail, order postage stamps, mail packages/letters; order business cards and office and cleaning supplies; route incoming calls, record up-to-date voice mail messages, and  receive  office visitors
  • Work with landlord to ensure regular maintenance and special repairs of facilities
 
 
Administrative Support
  • Listen to and respond to voice mails to seek clarification; mail complaint intake forms;
  • Provide administrative support to RCBR staff for program activities, such as making travel and meeting arrangements for RCBR staff, including lodging, flight and car rental arrangements.
  • Translate documents from English to Spanish and vice-a-versa.
  • Respond to requests in Spanish that RCBR receives through web site, and update information about the RCBR on the ACLU-NM web site  in English and Spanish
  • Assist with compiling information for grant and board reports
  • Assist with meeting logistics, take minutes at RCBR meetings maintain office calendar of events.
  • Input cases into online documentation system.
  • Help with RCBR new employee orientation including providing policies and forms.
  • Provide other administrative support as assigned.
 
Qualifications
  • Commitment to ACLU mission; understanding of basic civil liberties issues and current affairs a plus.
  • A commitment to diversity; a personal approach that values the individual and respects differences of race, ethnicity, age, gender, sexual orientation, religion, ability and socio-economic circumstance, and able to work with diverse individuals.
  • High School diploma or equivalent.
  • At least 3 years of administrative support experience in a professional environment.
  • Fluent in English and Spanish, both written and spoken. Translation and editing skills, a plus.
  • Proficiency and advanced working knowledge of Microsoft Office. Knowledge of Microsoft Access and/or other database programs. Familiarity with web content software programs a plus.
  • Strong office skills that include maintaining organizational systems and practices to support a high-performing office environment. Experience troubleshooting and maintaining office equipment a plus.
  • Detail oriented with excellent organization and time management skills.
  • A confident and professional work style, with initiative and strong problem solving skills.
  • Able to work independently and work well with others. Mature and self-motivated, organized and able to set priorities and handle multiple tasks in a busy work environment.
  • Good typing and grammar skills in English and Spanish, as well as professional telephone manner.
  • Able to maintain confidentiality of records and information.
  • A valid driver’s license and reliable car is necessary for travel in Las Cruces.
  • Be available for occasional after-hours and weekend events.
 
Compensation and Benefits
Salary based on experience. Excellent benefits include paid vacation, 401k plan, and generous paid holidays.
 
To Apply
Send a letter of application and resume to: HR@aclu-nm.org or mail to P.O. Box 566, Albuquerque, NM 87103. Applications accepted until position is filled, preference will be given to applications received by October 7, 2013.  Please indicate in your cover letter where you found this job listing.
 

The ACLU of New Mexico comprises two separate corporate entities, the American Civil Liberties Union of New Mexico and the ACLU Foundation of New Mexico; both have the same overall mission, and share office space and employees.