Office Coordinator

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.

About the Position

For The People is looking for a passionate and driven Office Coordinator to support the needs of our growing organization. Based in FTP’s Oakland office and reporting to the Finance and Administrative Director, the Office Coordinator will have the primary responsibility for ensuring the smooth administrative functioning of our office environment. In addition, this position will support some Accounting and Human Resources functions. 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. This position offers a unique opportunity to be part of a collaborative team that is focused on achieving major improvements in areas such as changing the culture in District Attorneys offices, reducing the number of people involved in our juvenile and adult criminal justice system, improving conditions for those who remain incarcerated, providing meaningful opportunities for success for those rejoining our communities and improving justice outcomes.

Essential Duties and Responsibilities

• General and Administrative Office Duties.
  • Track and manage incoming and outgoing correspondence and packages.
  • Maintain open communication with supervisors regarding office and personnel updates.
  • Update the office staff on organizational announcements including holiday closures, and critical issues such as current COVID protocols.
  • Manage office/conference room calendar and ensure functionality of conference room equipment.
  • Assist in the management of the FTP server ensuring general organization documents are organized and easy to locate.
  • Responsible for office security, additional keys, and technology including internet functionality.
  • Support executives and staff with travel arrangements and expense reconciliation and reimbursements.
  • Support in office staff needs, tech support, material procurement, 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 such tasks as watering plants, tidying the office space, cleaning the kitchen, fridge and communal spaces.
  • Organize contractors, repairs, and communicate with building management. Organize shredding collection.
  • Provide event support including selecting venues, ordering food, and organizing the set-up and break-down of meeting areas.
  • Assemble furniture (or secure outside assistance to perform this task) and update office infrastructure on an as-needed basis.
  • Inventory, distribute and maintain FTP swag.
  • Help facilitate staff appreciation and celebration. Maintain a calendar of birthdays, anniversaries, and other important dates. Organize celebrations on an as needed basis.
  • Support weekly staff meeting infrastructure.
  • Other duties as assigned.
• Human Resources Support
  • Coordinate the interviewing and onboarding of staff, fellows, interns and volunteers including:
    • Creating onboarding agendas, scheduling trainings, and facilitating training;
    • Conducting orientation training;
    • Maintaining an active database of relevant training;
    • Ensuring ordering and provision of technology resources such as laptops and related equipment;
    • Coordinating with the Finance and Administrative Director to ensure access to FTP software resources such as email, file systems, project trackers, etc.; and
    • Coordinating with the Finance and Administrative Director to ensure timely enrollment and maintenance of employee benefits.
  • Acquire and maintain a detailed knowledge of FTP's values, policies, principles, and strategies, and remain updated with changes.
    • Write, edit, and facilitate collaboration during the creation of new FTP policies.
  • Collaborate with the Executive Assistant in supporting Executive-level needs, facilitating positive staff culture, planning, and organizing staff events (Social Committee).
• Accounting Support
  • Track office supplies cost, provide summaries and breakdown for financial support.
  • Submitting requests for business credit cards as appropriate.
  • Assist staff in the reconciliation of their business credit card expenses.
  • Assist with bill paying activities as directed.
  • Support payroll processing.
  • Provide administrative support during reporting and audit cycles as needed.
• Act as back-up for portions of the Legal Assistant position as needed
  • Track and manage incoming and outgoing correspondence with incarcerated people and their support networks.

Knowledge, Skills, and Abilities

• A driving passion for FTP’s mission to reduce the number of people serving excessive sentences across the nation, end institutional racism, 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.
• Prior experience supporting HR functions is preferred.
• Prior experience supporting Finance/Accounting/Bookkeeping functions is a plus.
• Excellent analytical, critical thinking, writing, editing, and verbal communication skills, with experience compiling and producing reports, guides, newsletters, and other written collateral.
• 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.
• Desire, capacity, and willingness to support/train/empower community partners and system-impacted people.
• 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 communications needs.
• A strong working proficiency in Word, Excel, PowerPoint, Google Docs, Box, and Monday.com or equivalents, and ability to research, identify, and lead implementation of office procedures, methods, applicable software applications, and other specialized applications related to the area of assignment.

Location

This position will be located in our Oakland, California office. The Office Coordinator will be required to work primarily in the office (Monday-Friday) to carry out necessary support functions of the organization. Occasionally, the Office Coordinator may be allowed to work a flexible schedule as business needs permit.

Benefits

• Competitive compensation commensurate with experience; Compensation range $28-$43 Hourly DOE
• 100%-paid benefits package for the employee, including medical, dental, vision, disability, life insurance, holidays and paid time off.
• 25 paid hours of professional development/coaching.

How To Apply

Applications will be considered until the position is filled. Submit the information below at: https://www.fortheppl.org/join-our-team

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.

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.

Please note that applicants must be fully COVID vaccinated to be eligible for consideration.

Candidates must be eligible to work in the United States to be considered for this role.

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 applicant’s 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.