Council of State Governments
  • 30-Jan-2018 to 02-Mar-2018 (EST)
  • Justice Center, State - Directors
  • Seattle, WA, USA
  • Part Time

The Council of State Governments Justice Center (CSG 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 CSG 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 CSG 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.

 

 

JOB SUMMARY

 

The Administrative Assistant is responsible for providing administrative support for local staff in the Seattle office, program staff, and administrative and operations staff in other CSG Justice Center offices.  This roll will ensure effective office management, the execution of travel and meeting logistics, expense report completion, data entry, and tracking/monitoring state grants.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

 

The Administrative Assistant supports day-to-day office operations, including, but not limited to the following:

 

Office Management

  • Process weekly expense reports for staff and make updates to invoice logs;
  • Prepare various reports for finance teams in relation to accounts payable and receivable functions;
  • Assist with travel and logistics planning for staff members, and coordinate with logistics personnel in other offices;
  • Assist with updates to the organization website as needed;
  • Enter data and generate reports using organization tracking applications;
  • Manage the organization's supplies, equipment and software, including maintaining and replenishing inventory, and work with vendors to secure bids for contracts and verify receipt of supplies when needed;
  • Work as back-up support for information technology questions or basic office hardware needs;
  • Coordinate with building maintenance/management;
  • Support the Operations, Finance, Logistics, Information Technology, and Human Resources departments as necessary.

 

Administrative and Logistical Support

  • Help staff monitor project-based timelines, budgets, and deliverables to support programs;
  • Provide proofreading, and support the creation of presentations;
  • 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;
  • Assist with travel arrangements for the Seattle and New York City staff and others as needed, including facilitating meeting logistics such as lodging, food, and technological needs;
  • Support, when necessary, large-scale conference 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, etc.

 

SKILLS & ABILITIES

 

  • Strong office management and customer service skills, and the ability to demonstrate sensitivity and tact;
  • Ability to juggle multiple projects in an efficient and accurate manner;
  • Dependable and consistent workday schedule,
  • Experience with Microsoft Office software (Word, Excel, PowerPoint, etc.) and Google Apps (Docs, Spreadsheets, etc.);
  • Skilled computer system use (both OSX and Windows), and comfort with new technologies; knowledge of WordPress and/or HTML preferred;
  • Ability to maintain a high level of attention to detail and accuracy in preparing, entering, and coding information;
  • Excellent oral and written communication skills, with the ability to identify areas that need improvement and take the lead to solve problems;
  • Excellent interpersonal skills, including maturity, an ability to work independently and in a team setting, and a sense of humor;
  • Ability to prioritize and coordinate work assignments to meet deadlines, exercising initiative and good judgment, following directions, and understanding and explaining complex procedures and instructions;
  • Possession of a valid driver's license to secure materials and catering, as well as transport staff, visitors and members during meetings.

 

EXPERIENCE REQUIREMENTS

 

The ideal candidate will have at least 2 years of experience in a nonprofit setting, ideally working in a finance, logistics and executive support role.  Experience in the field of criminal justice is a plus.

 

EDUCATION REQUIREMENTS

 

An Associate's degree is required.

 

PHYSICAL REQUIREMENTS ESSENTIAL TO PERFORM THE DUTIES OF THE JOB

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Frequently communicates with internal and external coworkers and customers.
  • Frequently operates a computer to create policy briefs, memos, and presentations.
  • Frequently remains in a stationary position to perform desk duties.
  • Frequently works in a well lit, tempered room.
  • Occasionally moves throughout the office to communicate to coworkers.
  • Seldom transports objects, such as files or paper boxes, with weight up to 25 pounds.

 

APPLICATION INSTRUCTIONS

 

Interested individuals should upload the following elements (in pdf format):

 

  1. Cover letter specifying the position for which you are applying
  2. Resume
  3. Two writing samples (preferably no more than three pages each)
  4. Names and contact information for references (at least three)

 

Incomplete applications will not be considered.

 

CSG is an Affirmative Action/Equal Employment Opportunity Employer

CSG participates in E-Verify

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