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About the Role

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. This role offers a client-centered approach to clientele.

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 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.
• 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 the database.
• Completes special projects as assigned by the Office Manager, Associate Clinical Director, or other senior leadership.
• 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.

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.
• 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.
• 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.

Skills

• Microsoft Office Suites
• Microsoft Excel
• Microsoft Outlook

Location

• Kew Gardens, NY

Work Type

• Full time
• Onsite

Experience Level

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

Education Level

• High school diploma or equivalent required.
• OSHA Certified 10 Certification

Salary/Compensations

• $55,000

Benefits

• Health, dental and vision insurance
• Comprehensive mental health and wellness (EAP) plan
• Four weeks’ vacation
• Paid holidays
• Retirement plan with employer matching contributions
• 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.

About the Company

• 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.
• Information collected about these arrestees and subsequent case processing is maintained in the agency’s internal and externally shared database systems, which are used to conduct descriptive and evaluation research on arrestee characteristics, case processing and court outcomes, and on issues and potential reforms to criminal justice policy in New York City.
• CJA’s programs operate in the criminal courts and detention facilities 24 hours a day seven days a week within the 5 boroughs of NYC, employing over 300 employees, citywide.
• 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.
• The program, which operates during the day and night court, screens targeted individuals for release, subject to specific conditions including maintaining face-to-face and telephone contact with the program, participating in a screening protocol for substance abuse and mental health issues, and agreeing to program monitoring and reporting of non-compliance, re-arrests and scheduled court appearances.
• Each employee at CJA is guided by these values in our work: Commitment, Fairness, and Innovation.
• 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.

Equal Opportunity

• 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.