East Central Indiana CASA, Inc.

JOB DESCRIPTION

Office Assistant

20-25 hours per week

General Description:

This individual provides administrative support to the Executive Director, and to the volunteer and case management system.

Qualifications:

The individual should have the following skills and experience:

• Experience in office administration and/or secretarial work.
• Friendly and customer service oriented.
• The ability to communicate well both orally and written to individuals and groups.
• The ability to work cooperatively with different types of personalities.
• Ability to multi-task and work independently in a fast-paced environment.
• Basic knowledge of computers and all Microsoft Office Software is necessary.
• Familiarity with using email communication and the internet is necessary.
• Commitment to ECI CASAs goals and mission .

Accountability:

The position reports directly to the Executive Director, who is responsible for delegating his/her duties, as well as his/her performance evaluations.

Responsibilities:

• Provide professional administrative support to the Executive Director.
• Provides administrative support to case and volunteer management Supervisors.
• Answer all incoming telephone calls in a professional manner, check voice mail messages, take all necessary messages, and forward calls and messages to the appropriate individuals.
• Greet and assist all visitors in a courteous manner.
• Responsible for purchasing for the agency. This includes office supplies, food and paper goods for training, bathroom and cleaning supplies, etc.
• Responsible for maintaining inventory.
• Coordinate the general office calendar.
• Responsible for checking general office Email account and responding or forwarding all necessary messages.
• Schedule appointments and meetings for the Agency or the Director upon request.
• Responsible for checking, sorting, processing and scanning all incoming mail and paperwork.
• Assist Development Director in keeping Constant Contact Email database up to date.
• Scan court documents, and upload into Optima and/or Quest systems.
• Assist with the preparation of court orders and other court documents when needed.
• Update volunteer and case information in Optima case tracking program.
• Maintain accurate files on various programming items.
• Assist bookkeeper on preparation, copying and filing of billing items.
• Assist Executive Director in the preparation of special projects. (i.e. prepare mailing labels, maintain RSVP lists, etc.)
• Assist with ordering and purchasing of food and other items for all training classes.
• Assist with set-up food and clean-up for volunteer in-service trainings.
• Prepare flyers when needed.
• Assist Executive Director with preparation of Board Meeting materials and take meeting minutes.
• Responsible for maintaining an inventory of CASA library materials.
• Responsible for ensuring the office and storage room is organized and orderly.
• During free time employee should tidy up areas and refill bathroom supplies.
• Run necessary office errands at the request of agency leadership. Mileage will be reimbursed.
• Assist Executive Director in coordinating staff meetings and other staff gatherings.
• On occasion, monitor virtual court hearings and take appropriate notes upon request if needed.
• Coordinate office birthdays.
• Complete work timesheets bi-weekly.
• Other duties as may be assigned by the Coordinator or Executive Director.

Employee Classification:

Part - Time

Salary: $15.00 an hour