Administrative Assistant – Californians for Safety and Justice – Oakland, C

This is a full-time position based in our Oakland office.

Summary

Californians for Safety and Justice, a project of the Tides Center, is a nonprofit working with Californians from all walks of life to replace prison and justice system waste with common sense solutions that create safe neighborhoods and save public dollars. Through policy advocacy, public education, partnerships and support for local best practices, we promote effective criminal justice strategies to stop the cycle of crime and build healthy communities.

In addition to our statewide network of nearly 6,000 crime victims, Californians for Safety and Justice is bringing together business and community leaders, policymakers, law enforcement, health professionals, educators and crime-prevention experts to replace costly, old ways of doing business with new justice priorities that improve public safety without draining resources from our schools, hospitals and other community needs.

Californians for Safety and Justice is looking for an administrative professional dedicated to making sure the day-to-day administrative tasks are taken care of efficiently and reliably. That means juggling multiple tasks daily, from entering and reviewing a great deal of data into excel on a weekly basis, maintaining administrative systems in the office, along with assisting staff with clerical tasks. This also requires someone comfortable communicating with all levels of staff, vendors and consultants to ensure tasks get completed on time. In addition you’ll be tasked with ensuring credit card reconciliation and staff and vendor reimbursement tasks are completed in a timely manner. This position is for someone who thrives on taking care of things the right way the first time. A person who figures out how to get most tasks done, but asks smart questions when they do need guidance.

Essential Duties and Responsibilities

Set deadlines for employee, non-employee reimbursements, comfortable keeping employees accountable to that deadline
Review and enter all employee and vendor reimbursements and ensure complete information has been provided. Add in appropriate billing codes
Work with employees and fiscal sponsor staff to answer any questions on credit cards or reimbursements
Manage reconciliation of employee credit cards, including assisting staff track down receipts, enter descriptions for Executive Director’s credit card
Work with outside vendors, consultants to ensure contracts are up to date
Maintain up-to-date database of vendors, consultants and grantees
Support the Operations Manager in administrative duties related to contract management, office logistics and other operations functions as needed
Provide support staff in logistics related to events or meetings as needed

Other Duties and Responsibilities

Order supplies
Arrange travel, as necessary
Proofread/copyedit documents
Other clerical, technical & office support duties as assigned

Education and/or Experience

Prefer someone with at least 2 years of administrative support experience and with at least one year of finance support or data entry experience
Experience working in nonprofit and/or campaign setting

Knowledge, Skills and Abilities

Comfortable with numbers
Exceptional problem solving skills and outstanding attention to detail
Well organized and highly motivated, able to juggle multiple priorities efficiently in a fast-paced environment
Flexible and able to work cooperatively under pressure
Excellent at people and time management
Comfortable with research

Organizational Relationships

Reports to the Operations Manager but works closely with the Executive/Administrative Assistant and other staff and consultants.

Qualifications

Strong interpersonal skills, works well with teams and able to self direct day-to-day activities
Strong commitment to social justice and familiarity with criminal justice issues
Willing to learn basic office equipment maintenance and office systems
Comfortable with Mac laptops generally and Microsoft Word, PowerPoint and Excel in particular, Google Drive experience a plus

Physical Demands

Must be able to sit at a computer for extended periods of time. Some travel required.

Work Environment

Office environment with open seating areas and individual offices. Standard work desks and furniture, florescent lighting. There is an elevator in the building.

How to apply

Applications should be sent to adminassistant@safeandjust.org with “Your Name- Administrative Assistant,” in the subject line. Please send:

A cover letter indicating your match to the stated job requirements and why you’d like to work at Californians for Safety and Justice;
Your resume;
3-4 professional references;

Position open until filled. Californians for Safety and Justice, a project of Tides Center, is an equal opportunity employer. We strongly encourage and seek applications from formerly incarcerated, women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, medical condition (cancer-related) or conditions Acquired Immune Deficiency Syndrome (AIDS) and AIDS-related conditions (ARC). Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.

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