Administrative Assistant

About the position

The Center for Justice Innovation is a non-profit organization dedicated to advancing equity and improving the justice system. The organization operates through three main pillars: creating and scaling innovative programs, conducting original research, and providing expert assistance to justice reformers. The Brooklyn Justice Initiatives (BJI) is a key part of this mission, focusing on reengineering the criminal court experience in Brooklyn by offering meaningful alternatives to traditional punitive measures such as bail and incarceration. The Administrative Assistant will play a crucial role in supporting the Supervised Release Program (SRP) in the Brownsville/East New York office, ensuring that the office runs smoothly and efficiently while providing essential support to clients and staff. In this position, the Administrative Assistant will be responsible for managing the front desk, greeting clients, and ensuring their needs are met in a timely manner. This role requires a high level of organization and the ability to multitask in a fast-paced environment. The Administrative Assistant will also assist with various administrative tasks, including managing office supplies, supporting event setups, and handling fiscal responsibilities. The ideal candidate will be someone who is not only detail-oriented but also possesses strong interpersonal skills to engage with individuals from diverse backgrounds, including those with mental health and substance use needs. This position is vital to the overall success of the Brooklyn Justice Initiatives, as it directly impacts the quality of service provided to clients and the efficiency of the office operations.

Responsibilities

• Manage the front desk and waiting room by greeting all visitors, collecting basic information, ensuring clients' needs are addressed in a timely and professional manner, notifying appropriate staff of client arrivals and incoming calls, distributing program supplies, and maintaining a professional and welcoming environment.
• Set up, log, and manage distribution of participant resources.
• Work with clinical supervisors, security/court officers, or other appropriate staff in addressing any emergency situations, crises, or escalations that may take place in the office.
• Support the Administrative Coordinator in office maintenance, including but not limited to arranging for storage pickups, keeping multiple offices organized and tidy, recalibrating organizational systems as needed, liaising with facilities for repairs and renovations.
• Support the Administrative Coordinator in resolving facilities issues, working closely with CJI Facilities department and coordinating with any contractor/subcontractor that may be on-site.
• Support the Administrative Coordinator in handling fiscal responsibilities, including but not limited to submitting and monitoring outgoing invoices through online system, assisting with reconciliations, and liaising with CJI Fiscal department.
• Manage inventory of office supplies and equipment, and order or purchase additional supplies and equipment for multiple office locations, as needed.
• Assist staff in resolving general tech issues and liaising with CJI Tech Department for additional support.
• Assist with the set up for special events, groups, and site visits; including ordering food, tech set up, arranging desk/chairs/tables, printing out materials/agendas.
• Assist with the distribution and logging of MetroCard and phones; and
• Perform other duties assigned.

Requirements

• A high school diploma or associate degree with 1-2 years of experience working in an office/human service field strongly preferred.
• Bilingual preferred (English-Spanish, or other languages).
• Excellent organizational and interpersonal, communication and writing skills required.
• Candidate must be highly organized, have the ability to multitask, and work in a fast-paced environment.
• Willingness and sensitivity to engaging individuals (youth and adults) with mental health and substance use needs.
• Ability to work with people from diverse backgrounds in a culturally-responsive manner.
• Professional demeanor and ability to communicate appropriately with clients, staff, stakeholders, and vendors.
• Proficiency using Google Suite, Slack, and Microsoft programs, such as Word, Excel, and PowerPoint.
• Ability to lift at least 20 pounds.
• Familiar and comfortable with computer and tech, hardware and software, strongly preferred.

Benefits

• Comprehensive healthcare with a national network
• Free basic dental coverage
• Vision insurance
• Short-term and long-term disability
• Life insurance
• Flexible spending accounts including commuter FSA
• Mental health care services like Talkspace and Ginger through healthcare plans
• 403(b) retirement plan with a two-to-one employer contribution up to 5%