Job Title: Office Manager/Administrative Assistant for CASA of Ellis County
Reports to: Executive Director
Agency Description: CASA of Ellis County and its court appointed volunteers advocate for the best interest of abused and neglected children.
Position Summary: The Office Manager plays a key role in supporting the agency’s overall functioning with an emphasis on organizational efficiency and staff support.
Reuirements: Must be able to pass CPS, FBI and criminal background check. Fingerprints will be required prior to hire.
General Responsibilities:
- Answer and direct phone calls
- Manage social media accounts
- Manage the creation of marketing/communication materials and logistics of community outreach opportunities
- Assist with hospitality tasks for meetings, trainings, parent/child visits and guests
- Manage all travel coordination
- Manage annual Christmas Toy Drive with community partners
- Assists with all fundraising efforts
- Enter, maintain and update data base records on an ongoing basis; complete exception reports monthly or as needed based on program reporting requirements
- Process outgoing and incoming mail
- Maintain inventory of office equipment assets
- Order office supplies and equipment procurement within operational budget guidelines
- Maintain an accurate general office filing system
- Prepare electronic and written correspondence
- Coordinate meetings, trainings and appointments as needed
- Keep office presentable – including meeting rooms and storage spaces
- Serve as liaison with third party IT company and manage all IT support for the office
- Assist staff with duties as needed
- Maintain updated employee and volunteer documents as required
- Support training team with new volunteer on-boarding
- Contribute to team effort by accomplishing related results as needed agency wide
Financial Duties:
- Perform data entry for accounts payable in QuickBooks
- Maintain accurate financial files
- Work directly with ED to track expenditures for grant-restricted expenses
- Provide support during the agency’s annual financial audit
- Complete monthly credit card reconciliation and RFRs for grant reimbursements
- Process expense reimbursements
- Produce financial reports as needed
Ensure Mission and Goals:
- Understand and have passion for the mission of the organization; be dedicated to elevating mission effectiveness, which translates to serving more children
- Represent the organization with professionalism, personal integrity, and a commitment to excellence at all times
- Participate in goal setting for program objectives, strategies and tactics
- Assist with tracking of agency progress towards achieving annual goals
Related Activities:
- Participate in all staff and program meetings
- Participate in activities designed for increased volunteer retention
- Participate in special events as directed
- Participate in continuing education opportunities as appropriate
- Serve as an ambassador of the organization
Miscellaneous Requirements:
- Ability to sit and type at computer for at least 4 hours per day
- Ability to lift 5-10 lbs for office supplies or AV equipment
- In accordance with CASA of Ellis County team philosophy, this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed above.
Physical Requirements and Work Environment:
This position requires the manual dexterity sufficient to operate phones, computers, and other office equipment. The position requires the physical ability to kneel, bend, and perform light lifting. This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the phone. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus. Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards, and/or hazardous materials.
EEO: CASA of Ellis County provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, ethnicity, color, religion, gender, gender identity, sexual orientation, national origin, age, disability, marital status, status as a Vietnam-era or disabled veteran or any other characteristic protected by law. CASA of Ellis County complies with all applicable federal, state and local laws, regulations and ordinances prohibiting employment discrimination.
Salary/Benefits: Starting salary of $38,000 per year with an additional $3,600 annual stipend to offset self-funded health insurance. Position includes paid vacation and sick leave available on an accrual basis.
Schedule: Monday – Friday, 9:00 a.m. to 5:00 p.m.
How to Apply: Please email cover letter and resume to admin@casaofelliscounty.org.
Date of Posting: April 24, 2024.