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Office Assistant

Office Assistant

For The PeopleOakland, CA, US
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Job Description

Job Description

Salary : $28-$32 per hour DOE

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.

We secured the passage and are leading the implementation of Prosecutor-Initiated Resentencing, the law that allows prosecutors to reevaluate past sentences and facilitate prison release for those serving excessive sentences. We work with elected prosecutors to reevaluate past sentences and, where it can be shown that a current sentence is no longer in the interest of justice, we support the prosecuting office through the resentencing and prison release process. We support prosecution offices in : launching Resentencing Units; providing training and technical assistance during onboarding and implementation; and forging partnerships with criminal defense attorneys, community leaders, and reentry providers. We also support incarcerated people, their loved ones, and community-based organizations in preparing requests for resentencing and guidance on best practices on how to humanize stories for law enforcement audiences. Finally, we provide support to people coming home from prison through PIR, ensuring they have the best chance at success.

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 www.fortheppl.org.

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 or system-impacted 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 FTP's 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 : https : / / fortheppl.bamboohr.com / careers / 93

  • a resume;
  • a cover letter that describes why you are interested in the role and a bit about how your lived experience with the justice system would make you a fit for the role;
  • two references from people familiar with your qualifications.

    • 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

    If you require accommodations to review and / or apply for this position, please contact For The People at info@fortheppl.org, 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.

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    Office Assistant • Oakland, CA, US