THE COUNCIL OF STATE GOVERNMENTS JUSTICE CENTER The Justice Center is a national nonprofit organization that provides practical, nonpartisan advice and consensus-‐driven strategies, informed by available evidence, to increase public safety and strengthen communities. In general, the Justice Center works closely with legislative leaders, judges, prosecutors, defense attorneys, victim advocates, and others to develop consensus on various, often highly politicized, criminal justice issues and to translate this consensus into comprehensive reports, policy briefs, state and federal legislation, model policies, and innovative programs. The Justice Center not only develops written and web-‐based materials, but also provides on-‐the-‐ground technical assistance to cross-‐systems policymakers and practitioners from multiple systems (corrections, mental health, housing, etc.), in state and local jurisdictions.
Posting: Administrative Assistant Job Title: Administrative Assistant Department: Justice Center, State Division Reports To: Deputy Director of Operations, State Division Location: Seattle, WA
FLSA Status: Non-‐exempt Type of Position: Full-‐time, Regular Reporting to This Position: NA
JOB SUMMARY The Administrative Assistant is responsible for providing administrative support for staff in the Seattle office as well as ensuring effective office management, travel logistics and expense report completion, data entry, and execution of organization’s meetings/forums and technologically-‐based duties related to selected web content administration. ESSENTIAL DUTIES & RESPONSIBILITIES
Office Management – Support day-‐to-‐day office operations, including, but not limited to: • Weekly processing of expense reports for staff and updates to invoice logs; • Prepare various reports for finance teams with relations to accounts payable and receivable functions; • Travel and logistics planning for traveling staff members, coordination with logistics personnel in other offices; • Updates to organization website as needed; • Data entry and report generation from organization tracking applications; • Responsible for management of the organization’s supplies, equipment and software, including maintaining and replenishing inventory, and work with vendors to secure bids for contracts and verification of receipt of supplies delivered when needed; • Work as back up support for information technology questions or simple office hardware needs; Page 1 of 3
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Coordination with building maintenance/management; Support the Operations, Finance, Logistics and HR Departments as needed.
Administrative and Logistical Support • Support staff as needed in monitoring project based timelines, budgets, and deliverables to support programs. • Provide proofreading and presentation creation support • Track and Initiate draft reports to comply with responsibilities to funders on a monthly and quarterly basis • Prepare staff meeting agendas, correspondence, memoranda and other materials for distribution. • The assistant will support the Seattle and NYC offices with travel for CSG staff and others as needed, meeting planning, where s/he will plan meeting logistics (food, location, hotel, technological needs), and travel for meeting participants. • The assistant may also be charged with supporting large scale conference planning, develop conference materials, and catering planning. This will include, among other things, the compilation and preparation of on-‐site briefing packets, preparation of signage and tent cards, assessing and ensuring that on-‐site equipment and supplies are provided, assisting in the execution of office mass mailings and other member
SKILLS & ABILITIES Candidate must have strong organizational skills, be detailed-‐oriented and able to multi-‐task. In addition, candidate must be dependable, maintain a consistent workday schedule, work cooperatively with staff colleagues and management, communicate effectively and possess good customer service skills. Candidate must have the ability to maintain a high level of attention to detail and accuracy in preparing, entering and coding information. Prioritizing and coordinating work assignments to meet deadlines, exercising initiative and good judgment, following directions, understanding and explaining complex procedures and instructions, and working independently and collaboratively in a team environment are also essential skills. Candidate must also have strong office management skills, be proficient in computer skills utilizing OSX and Windows, data analysis skills desired, with mid level or above proficiency level with Excel and PowerPoint, WordPress, HTML code writing preferred. EXPERIENCE REQUIREMENTS The ideal candidate will have at least 1-‐2 years of experience in a non-‐profit setting, ideally, in the field of law enforcement, criminal justice, or policy analysis. EDUCATION REQUIREMENTS A college degree is required.
PHYSICAL REQUIREMENTS ESSENTIAL TO PERFORM THE DUTIES OF THE JOB • Frequently communicates with internal and external coworkers and customers. • Frequently views the computer to create spreadsheets, complete expense reports, write Page 2 of 3
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memos and presentations. Frequently remains in a sitting position to perform desk duties. Frequently uses the computer with fingers and hands. Frequently works in a well lit, tempered room. Occasionally walks throughout office to communicate to coworkers. Seldom lifts objects such as with weight up to 25 pounds such as files or paper boxes.
APPLICATION INSTRUCTIONS: Interested individuals should upload the following elements to https://secured.csg.org/csg/jobs 1. Cover letter 2. Resume 3. Names and contact information for references (at least two) Incomplete applications will not be considered. CSG is an Affirmative Action/Equal Employment Opportunity Employer CSG Participates in E-‐Verify
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