Job Description

Posting number: 27-0024

Department: ADVOCACY CENTER

Division: ADV CTR ADMINISTRATION

Job classification: Administrative Assistant II

Posting type: Open & Promotional

Categories: Administration, Administrative Assistant, Community Services, Social Services, Human Services, Customer Service, Office and Administrative Support

Team Gilbert has an exciting opportunity for a highly motivated professional to fill the position of Administrative Assistant II within our Advocacy Center. With every job we fill, our focus is on providing best-in-class service to our citizens while offering opportunities for professional growth in a rewarding, innovative work environment.

The Administrative Assistant II within the Advocacy Center will be the first point of contact for individuals visiting or calling the Advocacy Center - many of whom are victims of crime who may be in crisis or in emotional distress. The person in this position must be trauma-informed, culturally responsive, and skilled at coordinating closely with law enforcement, medical providers, advocates, and other partner agencies to ensure clients receive a safe, respectful, and seamless experience.

In addition to the duties and responsibilities of the Administrative Assistant II, other responsibilities will include (but not limited to):

• Greet all visitors, clients, and callers with warmth, patience, and professionalism, recognizing that many individuals arriving at the Center may be in crisis or distress
• Assess immediate safety or medical needs upon arrival and respond appropriately, including alerting appropriate staff or emergency services when necessary
• Manage multi-line phone system, screen and route calls, and take detailed, accurate messages
• Maintain a calm, organized, and welcoming waiting area
• Communicate with courts, prosecutors' offices, and community-based service providers (housing, counseling, legal aid, etc.) as directed
• Track referrals and follow up to confirm appointments and services were completed
• Maintain accurate, confidential client records and intake documentation in compliance with agency policy and applicable privacy laws (e.g., VOCA, HIPAA where applicable)
• Prepare and organize case files, correspondence, and reports
• Coordinate with volunteers and donors while maintaining a donation database
• Maintain strict confidentiality regarding all client information, in accordance with agency policy, funder requirements, and applicable state and federal law
• Collect and sort data to provide to the Data Strategist
• Recognize mandatory reporting obligations and follow agency protocol when required
• View full job description here

Anticipated Recruiting Timeline:
Posting Closes: August 30, 2026
Virtual Interview Invites Sent: September 3, 2026
Virtual Interview Submission Deadline: September 7, 2026
Interview Invites Sent: September 17, 2026
In-Person Interviews: September 24, 2026
Anticipated New Hire Start Date: November 9, 2026
*Subject to change and for planning purposes only

Examples of duties

At Team Gilbert, we hire innovative, forward-thinking problem-solvers who love what they do! In addition to possessing the ability to live out our core and functional values daily, candidates must possess the following requirements:
Minimum Qualifications:

• 4-7 years experience with doing comparable level 2 responsibilities. Considerable previous experience required in the same or similar previous positions. The job requires a sound knowledge of common and uncommon techniques, concepts, methods, practices, use of forms, routines, etc., of complex nature.
• H.S. Diploma or G.E.D., Associate's Degree is preferred.
• Depending on assignment full Police Department background check, including polygraph may be required.
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Preferred Qualifications:

• Trauma-Informed Care certification or training (or willingness to complete training upon hire)
• Experience working with victims of domestic violence, sexual assault, child abuse, or other violent crimes
• Notary Public commission (or willingness to obtain within [X] days of hire — agency will cover associated fees)
• Familiarity with local law enforcement, court systems, and medical/forensic exam processes
• Bilingual certification or formal interpreter training
• Experience working in a nonprofit, government, or victim-advocacy setting

Because of the confidential, sensitive nature of information handled, successful completion of an extensive Police Department Background Investigation is required.

Physical Demands and Working Conditions for this position include:

This position has been designated as a Sedentary work position that spends a majority of their workday in an office environment. Click here to learn more about the different physical exertion levels as defined by the Social Security Administration.

The physical demands and working conditions information above is meant to provide a general idea of the conditions for this role. Gilbert is committed to being an inclusive employer of candidates with a wide range of abilities, and looks for opportunities to accommodate different abilities within reason.

Qualifications

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Supplemental information

Gilbert is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If any reasonable accommodation is needed while participating in the application and interviewing process, please contact our People Team (Human Resources) at 480-503-6823. Requests should be made as early as possible to allow time to arrange the accommodation.

Gilbert provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.