Administrative Associate

ADMINISTRATIVE ASSISTANT

Posted: June 13, 2018

ORGANIZATIONAL SUMMARY

The New York City Criminal Justice Agency (CJA) is a not-for-profit pre-trial and research service organization. We provide pre-trial services to the courts and about 250,000 persons arrested annually in New York City. CJA’s primary operation consists of screening criminal defendants arrested within the five boroughs of the City for pre-trial release. CJA operates 24 hours a day, conducting release interviews in police department detention facilities throughout the city.  This is a great entry level opportunity, with on-the-job training. 4 weeks vacation, union benefits, tuition assistance, and retirement savings plan.

POSITION SUMMARY

Under the direction of the Regional Directors and Borough Managers, the Administrative Associate provides support for the agency’s pretrial operations in a capacity that supports all programmatic and administrative functions. The Administrative Associate performs a wide range of administrative, office management and clerical tasks and has responsibility for scheduling and maintaining daily operations of the office.

PRIMARY RESPONSIBILITIES

  • Answers all calls, greets visitors, and coordinates communication and messages appropriately
  • Schedules and maintains the shared team calendars for meetings, events and time off, in collaboration with Fiscal & Payroll staff
  • Prepares and maintains employee time keeping and payroll records and documentation
  • Assists with drafting written documentation, correspondence and other communications with the staff or external parties
  • Maintains confidential personnel records and documents, including manual and digital filing systems
  • Adheres records to document retention policies and coordinates document storage or destruction
  • Assists in preparation of written documentation for special projects, presentations and meetings
  • Drafts, proofreads, edits and formats documents and correspondence for department directors or managers using MS Word (mail merge, track changes, tables, charts, hyperlinks, etc.)
  • Uses Adobe or other software for the creation and editing of forms or secure documents and digital signatures
  • Acts as the point of contact with other departments in the agency to coordinate meetings or events
  • Responds to staff inquiries relating to leave requests in support of HR functions
  • Office management, including inventory, requisition and distribution of office equipment and supplies; dissemination of mail or arranging postal and courier services in support of facilities management
  • Supports the recruitment process for entry level staff including setting up interviews and sorting applicant resumes and updating the applicant tracking system to support operations’ staffing needs
  • Attends administrative meetings to take minutes, gather follow-up data or feedback

QUALIFICATIONS

Education & Experience

  • Associate’s Degree or equivalent 
  • 2 + years experience in an administrative support role (office management, human resources and/or payroll experience, preferred)

Required Knowledge & Skills

  • Intermediate to advanced Microsoft Word, Excel, PowerPoint  & Outlook skills
  • Demonstrates ability to maintain confidentiality and handle sensitive information
  • Detail oriented with an aptitude for working with data and numbers from various sources
  • Ability to work independently and self-manage while also working as a collaborative member of the operations team
  • Strong organizational skills with the ability to organize manual and digital filing systems
  • Must be able to multitask and work productively in an open workspace
  • Customer service oriented with the ability to align mission with positive work habits and attitude
  • Professional communication skills with the ability to work with a multi-generational, multi-cultural staff

COMPENSATION: Starting at $45K

BENEFITS:  CJA offers a very generous benefit plan including health, dental and vision insurance, four weeks vacation, paid holidays and a retirement plan with employer matching contributions.

APPLICATION DEADLINE: JUNE 20, 2018 at 5 PM

NOTE: Only those candidates being considered will be contacted. No phone calls, please.

 

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

Read More

Apply for this position

Required*
Apply with Indeed
Attach resume as .pdf, .doc, .docx, .odt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file