Administrative Assistant II - Advocacy Center

Gilbert, Arizona; Gilbert (AZ); On-site; USD 42,000 - 56,000; Full time

Job summary

Team Gilbert seeks an Administrative Assistant II for the Advocacy Center to be the first contact for visitors and callers. You will coordinate with law enforcement, medical providers, and partners to deliver a respectful, trauma-informed experience for individuals in crisis.

Requires 4–7 years’ related experience, a high school diploma or GED (associate degree preferred), and the ability to manage confidential records and referrals. At-will, non-exempt.

Qualifications

• 4–7 years experience in a comparable level 2 role.
• High school diploma or GED; associate degree preferred.
• Background check with police clearances may be required.

Responsibilities

• Greet visitors, screen calls, and manage multi-line phone system.
• Maintain confidential client records and intake documents.
• Coordinate with law enforcement, providers, and partner agencies.
• Track referrals, appointments, and follow up on services.
• Prepare case files, correspondence, and reports.

Skills

Trauma-informed care

Bilingual

Notary

Education

HS Diploma or GED

Associate's Degree preferred

Job description

We Are Seeking

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.

• 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

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

About You

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.

This position is an At-Will position and is FLSA Non-Exempt - eligible for overtime compensation.

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. 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.

Why Team Gilbert?

We Are Here to Help!

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.

Gilbert offers a comprehensive benefits package for qualifying positions that includes medical and dental insurance, life insurance, disability, pension, tuition reimbursement, parental leave, babies at work, and more!