Administration Assistant - Madison County Government

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