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Programs Assistant/Office Assistant

Programs and Office Assistant
Position Description

LAW Advocates’ Mission: Provide free civil legal assistance to low-income Whatcom County residents by linking them with attorney and community volunteers.

Hours: 40 hours per week. Standard work week is Monday through Friday, 9:00 a.m. to 5:00
p.m. Duties occasionally require work to be performed on weekends and evenings.

Wage: $20.00/hr (approx. $41,600 annually)

Benefits: 100 percent paid employee health insurance premium; vacation; sick leave

Preferred Start Date: As soon as possible

Reports to: Programs Manager and to the Executive Director

LAW Advocates provides free, high quality, efficient and innovative civil legal assistance to 
low‐income people through staff, contract attorneys, and the recruitment, training, mentoring, 
supervision, and support of volunteer lawyers. We rely heavily on the participation of lawyers who 
volunteer their time to assist low‐income residents of Whatcom County with their civil legal needs. 
Pro bono services are provided through advice and brief service clinics, unbundled legal services, 
and full direct representation.

LAW Advocates is organizationally committed to advancing racial equity and to incorporating equity and inclusion in its community engagement, program delivery, internal systems and work environment. LAW Advocates expects all staff to incorporate racial equity into their work, and approach their role with a desire to learn and grow in this area.

The Programs and Office Assistant provides direct support to the Programs Manager with the delivery of civil legal services, including but not limited to communicating with clients,
coordinating volunteers, and managing confidential case files. The Programs and Office
Assistant also provides support to the Executive Director by assisting with the day-to-day 
functioning of the office, including but not limited to overseeing and responding to equipment 
needs, issues concerning general maintenance and facilities, insurance policies, IT issues, and 
supporting the Executive Director in administrative tasks as requested. The Programs and Office 
Assistant’s specific duties are as follows:

Programs Administration and Development:

•  Respond to phone, walk-in, and email inquiries;

•  Assess and evaluate clients’ needs and make appropriate placements and referrals to LAW 
Advocates-specific programs or services, the CLEAR phone line, and/or other community partners or services;

•  Monitor case progress and maintain confidential electronic case files (paper files, as 
needed), including timely data entry and conducting routine audits of open case files;

•  Maintain client and volunteer communication as appropriate throughout each case’s duration, 
including preparing and sending closing letters to clients;

•  Conduct clinic-specific client intakes as needed and transmit information to electronic
case files;

•  Support and assist the Programs Manager as requested.

Office Administration

•  Oversee the day-to-day functioning of the LAW Advocates office, including addressing equipment and supply needs, handling issues concerning general maintenance and facilities, monitoring and timely renewal of insurance policies and contracts, interacting with IT and communication equipment professionals as needed, and serving as point-of- contact for vendors and contractors;

•  Maintain the file management system for records relating to LAW Advocates’ administrative 
operations, consistent with the organization's file retention policy and other staff/organizational 

•  Receive and open mail/deliveries;

•  Assist bookkeeper as requested, including organizing and maintaining financial records, 
preparing financial reports, collecting and preparing materials such as time sheets and
billing invoices, and maintaining a cash log;

• Support and assist the Executive Director with Board of Directors relations and record keeping as 


•  Maintain a database of existing and potential LAW Advocates donors.

•  Track receipt of gifts and submit a report of donations and other fundraising activity at 
least quarterly to the Fundraising Committee and Board of Directors.

•  In conjunction with appropriate committees, other LAW Advocates staff, and volunteers, assist 
with and coordinate all official LAW Advocates events, including fundraisers and community events.
LAW Advocates has an organizational commitment to incorporate racial equity and inclusion in both the work we do and work environment we create. All staff are expected to uphold this commitment and approach their role with a desire to learn and grow in this area.

To Apply: Please submit a resume, cover letter, and contact information for 3 references to Michael 
Heatherly, Executive Director, at Use “Programs Assistant” as  
the email subject. Please do not submit written materials or make inquiries by phone.

Application review will begin on July 5, 2022. Applications will be accepted until the position is