Executive Assistant

POSITION TITLE/STATUS:

· Executive Assistant

· Full-Time: 40 hours per week

· Non-exempt

· Monday through Friday (8:00am - 5:00pm), with monthly exceptions as stated in Section VIII below

II. REPORTING RELATIONSHIP:

· Reports to Office Manager & HR Specialist

III. SUMMARY OF RESPONSIBILITIES:

Responsible for answering and routing incoming calls, greeting guests, maintaining office equipment and facilities with contractors, inventory and ordering office and kitchen supplies, and performing clerical functions. Assists Executive Director, Program Director, and Fund Development Director in a variety of tasks, including but not limited to Board of Director administration and relations, coordination of the Level 1 Parenting Class, background check support, and Fund Development functions regarding event planning, fundraising and donor relationships. Supports the Office Manager & HR Specialist, Executive Director, and other employees as required. This position requires a professional demeanor and involves use of diplomacy and people skills to interact with various parties such as Board, staff, volunteers, clientele, lawyers, community agencies, and others. Any other duties as assigned by the Executive Director, Office Manager & HR Specialist, Program Director, and Fund Development Director.

IV. QUALIFICATIONS:

· High school graduate or equivalent required

· 5+ years administrative assistant experience preferable

· Experience using and troubleshooting office equipment

· Computer skills required (type 55-60 wpm, proficient in MS Word, Excel, PowerPoint)

· Customer service skills required

· Organizational skills required

· Excellent written and verbal communication skills required

· Excellent problem-solving abilities

· Ability to maintain a high degree of confidentiality

· Ability to multi-task in a fast-paced environment

V. COMPETENCIES:

· Professional presentation of self and representation of CASA

· Thorough knowledge of CASA programs, partners, mission, history, principles, and values

· Good people skills in person and by phone

· Flexibility

· Ability to be objective and empathetic

· Experience working in inclusive and diverse environments

VI. GENERAL PERFORMANCE STANDARDS:

Although each employee is expected to meet the requirements of their job description, employees of CASA are also expected to maintain high standards of productivity, cooperation, attendance, efficiency, and economy in their work. Work habits, behavior, attendance, performance results, productivity, policy adherence, or any other relevant factors of an employee must be maintained at appropriate standards. All employees are responsible for promoting CASA in the community when appropriate to increase awareness, recruit volunteers, and gain additional financial support. All CASA employees must complete 12 hours of continuing education annually as required by National CASA Standards.

VII. PHYSICAL REQUIREMENTS AND FREQUENCY:

· Requires the use of office equipment, such as computer terminals, telephones, copiers, and multi-line phone system

· Requires corrected vision/hearing to typical range

· Requires eye-hand coordination and manual dexterity

· Requires prolonged standing and/or sitting

· Requires some lifting and moving of materials

VIII. CRITICAL TIMES OF PRESSURE:

· Completion of projects in a timely manner

· Schedule adjustment to 7:00am starting time on the first Tuesday of the month for the Board Meeting

· Schedule adjustment to 5:45pm end time on the second Wednesday of the month for the Level 1 Parenting Class

IX. IX.ESSENTIAL JOB FUNCTIONS:

A. Responsible for supporting office functions to include, but not limited to, the following:

o Various clerical and administrative tasks for management and staff.

o Maintain and update staff lists.

o Greeting visitors, in person or on the telephone, answering or referring inquiries to appropriate staff, volunteers, and/or community services available.

o Utilizes Outlook to oversee meeting room reservations and Board M365 groups.

o Receives mail and deliveries, stamps and distributes to staff, prepares outgoing mail for delivery, operates and maintains postage equipment.

o Keeps office equipment operational by following manufacturer’s instructions and established procedures when using equipment. Arranges for repairs as needed.

o Assists with mailing projects, to include copying, preparing labels and envelopes, applying appropriate postage.

o Utilizes case/volunteer database to research requested information from staff or volunteers to distribute mail and phone messages.

o Reports facility problems or repairs to appropriate building contractors in Office Manager and HR Specialist’s absence or request.

o Assists with receiving donations and directing visitors to the Hanger.

o Provides prospective SEPT clients with appropriate forms including initial contact form and intake paperwork.

o Oversee and edit voicemail messages to include office closures as needed.

o Supports the Office Manager and HR Specialist with onboarding new staff including creating name plates, mailboxes, and parking passes.

o Participates in the Safety Committee and ensures office safety through monitoring cameras and controlling electronic locks.

B. Maintains the Office to include, but not limited to, the following:

o Keeps the common office areas clean and neat in appearance.

o Oversee and maintain inventory and requesting of office and kitchen supplies.

o Assists with processing archival files to electronic storage.

o Oversight and/or coordination of miscellaneous office functions and cross-training staff on essential job functions.

o Support and training of office volunteers as needed.

o Conducting monthly elevator testing.

C. General Board of Director’s Administration:

o Weekly meeting with Executive Director to review meeting notes and prepare and finalize agendas and materials before distribution prior to all meetings.

o Prepare meeting packet and distribute via email and hard copies for: Board of Directors, Finance Committee, Executive Committee, Board Governance Committee, Advisory Council and Ad Hoc meetings.

o Assist in other meeting planning that may include reserving room, off-site space, getting speakers or facilitators, arranging for food and AV equipment.

o Attend and assist with monthly Board of Directors meeting (7:00am start time).

o Recording, typing and distribution of minutes for Board of Directors.

o Maintain and update Board lists and files.

o Assists with the onboarding of new Board Members including preparing the Board of Directors manuals, sending out welcome emails, coordinating court attendance with D&N Volunteer Coordinator, setting up orientations, and creating name plates.

D. Assists the Executive Director to include, but not limited to, the following:

o Keeping the Executive Director advised of any pertinent information.

o Prepares general correspondence, presentations, memos, reports, agendas, minutes, and forms.

o Schedules meetings for Executive Director to include Zoom meetings.

o Maintains Executive Director’s electronic calendar.

o Complete registration for conference and seminars.

o Coordinates Executive Director led meetings to include site, invitations, agenda, food, and minute taking.

E. Responsible for supporting the Program Director in the following functions to include, but not limited to:

o Coordinating the Level 1 Parenting Class:

§ Collecting cash payments and providing receipts as needed, and processing payments according to the Fiscal Financial Management & Internal Control Policy.

§ Answering all inquiries regarding the Level 1 Parenting Program, via phone, email or in person.

§ Reviewing and approving waiver requests from clients in partnership with the Program Director as needed.

§ Processing waivers monthly to assist Program Director in tracking client participation numbers.

§ Assisting Program Director with requests for interpreters as needed.

§ Monitoring online Level 1 Parenting Class and troubleshooting client problems with IT provider.

§ Assisting with check-in process at in person class one evening per month.

§ Assisting Program Director with additional class and client needs as requested.

o Supporting background check process:

§ Completing sex offender registry searches for all initial and repeat background checks

§ Tracking and updating driver’s license and auto insurance information in approving and maintaining transportation permission for volunteers

§ Sending out requests and reviewing annual Motor Vehicle Records Checks through the Sterling Volunteers platform for initial and ongoing transportation permission

o Assisting with administrative tasks:

§ Scanning all Exit Interview forms in Optima database

§ Compiling data as needed for reports and project support

F. Assist in coordinating the following Fund Development functions:

o Donor stewardship to include handwritten notes, emails, and phone calls throughout the year and during peak fundraising campaigns.

o Provide extra support as needed for the Fund Development Team for events including Light of Hope Teller, Light of Hope North, Light of Hope, Night of Hope, Fore the Kids Golf Tournament and Start with Ones.

o Various Fund Development administrative tasks as needed to include filing, scanning, organizing and creative thinking to help support The Circle of Impact, Business Partnerships, and CASA Generations.

X. SALARY RANGE:

$48,713 - $66,480

XI. ACKNOWLEDGEMENT:

I have read, understand, and received a copy of the job description for the Executive Assistant and am able to perform the essential functions of the position.