Office Assistant (Part Time)

NYC Criminal Justice Agency; New York (NY); On-site; CAD 55,000 - 66,000; Part time

Job summary

NYC Criminal Justice Agency (CJA) is seeking an Office Assistant to greet clients, answer calls, and support day-to-day office operations in a fast-paced environment. You will maintain confidentiality, manage supplies, and assist the interdisciplinary team with programmatic tasks.

The role emphasizes trauma-informed, client-centered communication and adherence to HIPAA. Two years of office experience and a high school diploma are required; prior nonprofit or mental health exposure is preferred.

Qualifications

• Two years of experience working in an office environment (administrative assistant/office clerk).
• High school diploma or equivalent required.
• Bilingual language skills preferred, with a specific preference for Spanish, Mandarin, Korean and French-Creole speaking applicants.
• 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.
• OSHA 10 Certification preferred.
• Shift/Hours: Part Time position (21 hours); Monday 9AM-5PM, Tuesday 12PM-8PM, Wednesday 12PM-8PM.

Responsibilities

• Greets those entering the office and directs visitors to the appropriate location.
• Answers the phone and transfers calls or relays information with confidentiality.
• Screens staff, clients and visitors and enforces COVID protocols.
• Oversees day-to-day office operations and handles office supplies and equipment upkeep.
• Manages inventory for MetroCard, program snacks and client incentives; reconciles fiscal logs.
• Maintains relationships with vendors and coordinates deliveries and repairs.

Skills

Office administration

Communication

Trauma‑informed communication

Time management

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Outlook

Job description

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

About CJA

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.

PROGRAM SUMMARY

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.

POSITION SUMMARY

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:

The successful candidate will possess a combination of the following knowledge, skills, and experiences:

• 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

Part Time position (21 hours); Monday 9AM-5PM, Tuesday 12PM-8PM, and Wenesday 12PM-8PM

Note: The person filling this role will need to report to in person for all shifts.

HOURLY RATE:

$30.22

*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.