What are the responsibilities and job description for the Administrative Assistant position at CASA of Terrebonne?
The CASA of Terrebonne’s Administrative Assistant position requires a high school diploma or equivalent and excellent computer/technology skills. This individual must be teachable, self-motivated, flexible to change, culturally competent, energetic, positive, goal-oriented, organized, creative, and resourceful. Most importantly, he/she should have a sense of mission to children’s issues.
Preferred Experience
- Experience in the following areas is preferred: Microsoft Office and Excel, nonprofit organizations, multi-line phone systems, and social media and website management.
Skills & Qualifications
- Successful candidates will be teachable, detail-oriented, organized and strong communicators with excellent interpersonal skills. Additional skills necessary for success in this position include creativity, problem-solving, effective multitasking, strong attention to detail, and excellent follow-through.
CLERICAL RESPONSIBILITIES
- Greet visitors warmly and promptly
- Answer multi-line telephones professionally and ensure staff receives messages
- Maintain order within the general office area, office file cabinets, and storage space
- Purchase and efficiently maintain office equipment
- Order and maintain office supplies
- Check both P.O Box and Canal Street mailbox and process and distribute mail (including bulk mail)
- Keep copy machine filled with paper & bathrooms and kitchen supplied with paper products
- Keep Administrative Assistant’s Procedures Manual current
PROGRAM RESPONSIBILITIES
- Assist in preparations for Advocate Appreciation events
- Assist with Advocate Pre-service and In-service training preparations
- Keep all program databases on server current
- Scan, upload and accurately enter all legal documents served by Sheriff’s office into Optima (online case management system) and deliver the originals to the appropriate Advocate Supervisor
- Assist Executive Director with programmatic tasks as needed
- Assist Outreach/Training Coordinator with communication efforts on online platforms, as needed
- Assist with creation and distribution of monthly newsletter via e-newsletter
- Assist in processing Annual Satisfaction survey and Annual Booklet
- Assist with recruitment/outreach efforts in the community
- Be available to work on weekends and evenings, as needed
FINANCIAL RESPONSIBILITIES
- Scan and upload program’s financial documents at the end of fiscal year
- Input donations to database on server and send out thank-you cards in a timely manner
- Assist Board with fundraising events
- Assist with grant writing
The Administrative Assistant reports to the Executive Director.