Office Administrator

CASA of Linn County
Job Description

REPORTS TO:

Senior Program Staff Member – Program Manager/Recruitment Director

POSITION SUMMARY:

The Office Administrator provides clerical and administrative support to the management staff and the organization. The work is in a highly confidential environment. The primary responsibility will be performing all program office clerical duties. This includes, but is not limited to, computer data entry, bookkeeping, database management, word processing, answering the phone, interacting with volunteers, website management, and overseeing other office organizational needs. The position is also responsible for a variety of general tasks necessary to the successful operation of the program, including community outreach, office maintenance, special events and functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provide clerical and administrative assistance to the CASA management staff:

  • Answer phones and take messages for staff, volunteers, and board
  • Process mail
  • Maintain petty cash
  • Prepare checks for deposit and make deposits
  • Data entry into and file maintenance of multiple databases
  • Organize, update, and maintain program documents as directed
  • Assist with the preparation of documents for management staff
  • Help prepare and compile training materials and manuals
  • Provide support with marketing and recruitment materials and activities
  • General bookkeeping (QuickBooks)
  • Oversee social media and website

Assist with the supervision of office and event volunteers:

  • Schedule volunteers and organize tasks

Facilities Supervision:

  • Maintain office supply inventory
  • Maintain office equipment inventory
  • Manage copy machine contracts
  • Set up community room for events, trainings, board meetings, and community partner use
  • Order food for trainings
  • Ensure training room and kitchen are clean, neat, and orderly

General Program Support:

  • Attend staff meetings and take meeting notes
  • Assist with CASA program and public awareness events as requested

Other Duties as delegated by management staff

QUALIFICATIONS:

As part of a small staff, the Office Administrator should be passionate about the issues of child abuse and neglect as well as committed to an organized, efficient, and professionally-run office. A confident working knowledge of computers and proficiency with Microsoft Word, Excel, and QuickBooks is essential. Demonstrated knowledge of Publisher, WordPress and social media skills are an advantage.

The Office Administrator must have excellent verbal and written communication skills with strong organizational and time-management practices. Previous knowledge of CASA, the local child welfare system and/or social service agencies is an advantage. The ability to work well with people from diverse backgrounds is essential. She/he must be able to periodically pass screening and security background check processes.

GENERAL SKILLS:

  • Team-oriented, self-directed, reliable, responsible, hard-working, creative, ability to work with diverse groups, good sense of humor, ethical. Commitment to excellence is highly valued.
  • Ability to maintain complete confidentiality is essential.
  • Excellent interpersonal skills, including both written and oral communication and conflict resolution skills.
  • Excellent organization and prioritization skills; strong general office skills.
  • Ability to multi-task, meet deadlines, and handle potentially stressful situations calmly and appropriately.

EDUCATION:

College degree is preferred. Must have a high school diploma and some college experience, or significant, applicable, job experience, history, and skills.

COMPENSATION:

Commensurate with experience; beginning hourly rate between $12.00 - $14.00/hr. Benefits include: general benefit wage stipend, PTO, and paid holidays.

To apply submit your résumé, cover letter, and education documents to Tammy Reeves at tammy.reeves@linncasa.org

CASA of Linn County is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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