Office Assistant

Office Assistant

Join our team of professionals seeking to improve the experience of justice involved individuals in the NYC Courts!

The New York City Criminal Justice Agency (CJA) is a not-for-profit service and research organization that operates in partnership with the New York City Mayor's Office of Criminal Justice. CJA is the City's main pretrial services agency, combining operations, pilot projects, and research under one roof. CJA utilizes procedural justice practices to provide pretrial services to over 100,000 persons arrested annually in New York City.

CJA operates a Supervised Release Program in Queens Criminal Court for individuals of all ages who are charged with felonies and misdemeanors, and who present a substantial likelihood of detention, but are also at risk of failing to appear in court if released on recognizance.

This is a great opportunity for a person who is experienced in providing a client-centered approach to our clientele. Reporting to the Office Manager, the Office Assistant will greet clients, answer the telephone, oversee the day-to-day operations in the office and support the interdisciplinary team by providing programmatic and clerical support.

Primary Responsibilities:

• Greets those entering the office and directs visitors to the appropriate location.
• Answers the phone and transfers calls or relays information in a manner consistent with our confidentiality guidelines.
• Screens all staff, clients, and visitors and ensures compliance with COVID protocols.
• Oversees day-to-day operations of the office and serves as a point person for tasks including the inventory and requisition of office supplies and upkeep of office equipment.
• Maintains a relationship with cell phone vendors and ensures sufficient inventory. Tracks cell-phone delivery and deactivates phones for exited clients or lost/stolen phones as needed.
• Maintains and oversees the inventory for MetroCard, program snacks, and client incentives. Also, responsible for weekly reconciliation of fiscal logs so MetroCard inventory can be replenished.
• Assists vendors with questions and/or directs them to the appropriate person.
• Works closely with the supervisors and other members of the interdisciplinary team.
• Serves as a general resource of information for all employees and visitors.
• Complies with HIPAA requirements and ensures client confidentiality. Enters and retrieves relevant information using our database.
• Completes special projects as assigned by the Office Manager, Associate Clinical Director, or other senior leadership, with specific direction.

Purchasing and Supply Management:

• Tracks inventory levels for efficient supply ordering.
• Coordinates incoming and outgoing deliveries and courier services.
• Assists in the maintenance of inventory for small office supplies and equipment.
• Reviews and submits employee supply and work requests to a QSR Manager for approval prior to submission to Facilities for processing.
• Responds to, and records reports of environmental hazards, alerting the QSR Manager or Facilities of all matters requiring attention.
• Maintains general tidiness and cleanliness of work area.
• Helps to maintain a positive work atmosphere for staff and clients.
• Performs other duties as assigned by the Clinical Director, or other senior leadership.

Other Requirements:

• Ability to exercise sound and quick judgment.
• Effective written and verbal communication skills, using tact, discretion and diplomacy.
• Ability to communicate with clients using a trauma informed lens and person-centered approach
• Excellent time management skills and ability to multi-task in a fast-paced environment.
• Candidates must demonstrate proficiency in the use of Microsoft Office Suites, primarily Microsoft Excel and Microsoft Outlook.
• Applicants with lived experience as formerly justice involved or impacted, are encouraged to apply.

Required Qualifications:

• Two years of experience working in an office environment, typically as an administrative assistant, office clerk, receptionist, secretary or office assistant.
• High school diploma or equivalent required.

Preferred Qualifications:

• Experience in a mental health clinic, legal office, or nonprofit organization preferred.
• Familiarity with Alternative to Detention (ATD) and/or ATI programs and the criminal justice system preferred.
• Bilingual language skills preferred, with a specific preference for Spanish, Mandarin, Korean and French-Creole speaking applicants.
• OSHA Certified 10 Certification

Shift/Hours:

Full time position (35 hours); with the ability to be flexible (9-5, 10-6, 11-7) dependent on evolving programmatic needs.

Note: The person filling this role will need to report to in person 5 days a week.

Location: Kew Gardens, NY

Salary: $55,000

*Internal Applicants must be in their current role for at least 1 year and in good standing (no disciplinary action within last 90 days) to be eligible apply.

CJA VALUES

Each employee at CJA is guided by these values in our work:

• Commitment: We are committed to being active partners in criminal justice reform through initiatives and creative problem-solving that evaluates different methods and strategies for alternatives to detention.
• Fairness: We are guided by fairness and the presumption of innocence for those who are detained and work with integrity and without bias to protect the privacy and interest of court-involved people and their families.
• Innovation: We value curiosity as a driving force to lead the way in pretrial services. We use innovative techniques in research, pilot programs, and engaging justice-involved communities to execute our mission of reducing unnecessary pretrial detention

BENEFITS:

CJA offers a very generous benefit plan including health, dental and vision insurance, a comprehensive mental health and wellness (EAP) plan, four weeks' vacation, paid holidays and a retirement plan with employer matching contributions. CJA is also strongly committed to professional learning and development for its staff members and offers staff varied opportunities for learning and development through partnerships and vendor services for web based, in-person professional development training, as well as in-house job training and development.

Only those candidates being considered will be contacted.

CJA is seeking applicants who pursue professional development pathways by participating in educational opportunities, reading professional publications, maintaining professional networks, and engaging with professional associations.

The New York City Criminal Justice Agency is an Equal Opportunity Employer

CJA is committed to creating a diverse work environment and is proud to be an equal opportunity employer. We do not discriminate based on race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply.