Office Assistant
Office Assistant
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Job Description
ABOUT US:
For The People (FTP) works with prosecutors system leaders community members and incarcerated people to reduce the number of people serving excessive sentences. We are harnessing the incredible power of prosecutors to join the fight to end mass incarceration. Through direct partnerships we work with prosecutors to reduce and redress the harms caused by our criminal justice system.
Now working in multiple states across the country our team has expanded our California model by training and supporting prosecutors offices around the country to implement resentencing policies and forging community partnerships to strengthen community trust. For more information please visit .
ABOUT THE POSITION:
For The People is looking for a passionate and driven Office Assistant to support the needs of our growing organization. This is a part-time hourly position working between 20-25 hours per week. Based in FTPs Oakland office and reporting to the Operations Manager the Office Assistant will have the primary responsibility of ensuring the smooth administrative functioning of our office environment. An ideal candidate will be organized personable detail-oriented and flexible while working in a fast-paced start-up environment. This role requires sound judgment strong critical thinking skills and the ability to work independently with minimal supervision.
The ideal candidate is a formerly incarcerated person interested in supporting our organization and continuing to develop their office skills and professional growth.
Essential Duties and Responsibilities
- General and Administrative Office Duties:
- Track scan and manage incoming and outgoing mail and packages.
- Monitor doorbell access to the office respond to phone calls respond to/disseminate messages and support the monitoring of incoming emails.
- Update the staff on organizational announcements including holiday closures building maintenance events etc.
- Manage office/conference room calendar and ensure functionality of conference room equipment.
- Assist in the management of the FTP server ensuring that general organizational documents are organized and easy to locate.
- Responsible for office security additional keys and technology including internet functionality.
- Support in-office staff needs tech support supply purchasing and guest support.
- Responsible for ensuring the office is properly stocked with all necessary supplies including receiving supply requests ordering and stocking.
- Maintain general office organization and cleanliness including watering plants tidying the office space and cleaning the kitchen fridge and communal spaces.
- Organize contractors repairs and communicate with building management.
- Organize shredding collection.
- Assemble furniture (or secure outside assistance to perform this task) and update office infrastructure on an as-needed basis.
- Inventory distribute organize and maintain FTP swag.
- Support weekly staff meeting infrastructure.
- Other duties as assigned.
- Coordination with Other Staff:
- Maintain open communication with your supervisor regarding office and personnel updates.
- Provide event support as needed including sourcing venues and vendors ordering food and organizing the set-up and break-down of meeting areas.
- Help organize and facilitate staff celebrations as needed.
- Support supervisor and HR as needed with recruiting hiring and onboarding of staff fellows interns and volunteers as needed including:
- Scheduling interviews welcoming candidates to our office for interviews and preparing the conference room for interviews.
- Scheduling training for new employees with the appropriate staff.
- Conducting orientation training on office procedures.
- Partner with and support the Administrative & HR Director to ensure that staff needs regarding technology resources such as laptops and related equipment are communicated ordered and distributed.
- Coordinating with the Administrative & HR Director to ensure staff members have access to FTP software resources such as email file systems project trackers etc.
- Acquire and maintain a detailed knowledge of FTPs values policies principles and strategies and stay updated on changes.
- Collaborate with the Operations Manager to support Executive-level needs facilitate a positive staff culture and plan and organize staff events.
- Accounting Support:
- Track office supplies cost provide summaries and breakdown for financial support.
- Submit requests for business credit cards as appropriate.
- Legal Assistant Back-Up:
- Track and manage incoming and outgoing correspondence with incarcerated people and their support networks.
Knowledge Skills and Abilities
- A passion for FTPs mission to reduce the number of people serving excessive sentences across the nation and restore human dignity to the incarcerated formerly incarcerated and all who are impacted by the criminal justice system.
- Self-starter with a strong work ethic and ability to take initiative plan prioritize and advance projects and tasks through to completion.
- Ability to work independently with minimal direct supervision.
- Strong attention to detail excellent organizational and project management skills.
- Manage multiple parallel projects and competing priorities and deadlines.
- Excellent analytical critical thinking writing editing and verbal communication skills.
- Demonstrated ability to work effectively in a team environment with a diverse group of people in a culturally competent manner across a wide range of sectors lifestyles and perspectives.
- Ability to adapt to the changing needs of the organization which may require performing and supporting other tasks and projects of the organization and adjusting schedules to enable attending evening or weekend events and/or offsite meetings as well as rapid response to organizational needs.
- A strong working proficiency in Google Suite; working knowledge of Word Excel PowerPoint Box Salesforce and Asana is preferred.
- Ability to conduct internet research data entry correspondence drafting and professional phone calls.
Location
This position will be located in our Oakland CA office. The Office Assistant will be required to work in the office a minimum of 3 days a week to carry out the necessary support functions of the organization. This is a one-year contract with the possibility of extension.
Benefits
- Compensation range: $28-$32 per hour depending on experience
- Paid holidays sick days and vacation days
- 15 paid hours of professional development/coaching
How To Apply
Applications will be considered until the position is filled.
Submit the information below to: resume;
Diversity Inclusion Justice and Equity Statement
FTP works every day to serve justice and that begins with our team. We are inclusive. We celebrate multiple approaches and points of view. We believe diversity drives creativity understanding and effectiveness so we are continuing to build a culture where difference is not only valued but sought after. We strive to create a team that reflects the communities we serve and where everyone feels empowered to bring their full authentic selves to work.
Candidates must be eligible to work in the United States to be considered for this role.
Request for Accommodations
and appropriate accommodations will be provided.
For The People is an Equal Opportunity Employer and wants our staff to reflect the communities we serve. We strongly encourage applications from all qualified individuals including formerly incarcerated and/or system-involved individuals. We look at each applicants full experience and consider each applicant. We encourage people from all backgrounds and experiences to apply. Individuals with lived experience of the criminal justice system and its impacts are strongly encouraged to apply.
Required Experience:
Junior IC
Employment Type
Part-Time
