CASA Administrative Assistant

Position Summary

The CASA Administrative Assistant provides comprehensive administrative, financial, and operational support to the Knox County CASA Program. This position is responsible for office administration, accounts payable processing, financial recordkeeping, payroll support, grant administration support, donor tracking, records management, social media management, website updates, and reporting functions. The Administrative Assistant serves as a key liaison between the Executive Director, county offices, community partners, volunteers, donors, and funding agencies while maintaining the highest standards of confidentiality and professionalism.

Key Responsibilities

Administrative Operations

• Coordinate daily office operations and administrative activities.
• Maintain organizational records, filing systems, forms, policies, and procedures.
• Prepare agendas, meeting materials, staffing reports, labels, spreadsheets, correspondence, and administrative reports.
• Maintain accurate electronic and paper records in compliance with county and program requirements.
• Manage data entry and reporting within required databases and software systems, including Data Pitstop.

Financial Administration & Accounting Support

• Process Accounts Payable (AP) vouchers and supporting documentation.
• Maintain credit card voucher documentation and financial filing systems.
• Assist with budget management, appropriations, encumbrances, budget transfers, and fiscal documentation.
• Review and maintain Treasurer's Reports, Auditor Reports, Monthly Budgetary Status Reports, Transaction History Reports, and Monthly Comparison Reports.
• Reconcile and maintain county, grant, donation, VOCA, United Way, GAL/CASA, and other program funding accounts.
• Maintain fixed asset records and inventory documentation.
• Process and track monetary and in-kind donations.
• Support payroll administration, payroll summaries, and account allocations.

Grant & Compliance Support

• Assist with grant administration and grant compliance activities.
• Research funding opportunities and monitor grant deadlines.
• Maintain grant documentation, records, and supporting materials.
• Ensure compliance with county policies, grant requirements, and applicable regulations.

Social Media, Website & Community Engagement

• Manage and maintain CASA social media accounts and website content.
• Develop, schedule, and monitor social media content and engagement.
• Generate social media activity reports and analytics.
• Support volunteer recruitment, fundraising, public awareness, and community outreach initiatives.
• Ensure all public communications align with CASA branding, mission, and communication standards.

Stakeholder Relations

• Serve as a professional point of contact for volunteers, donors, court personnel, county officials, auditors, funding agencies, and community partners.
• Maintain positive working relationships with internal and external stakeholders.
• Represent CASA professionally within the community.

Confidentiality & Professional Standards

• Maintain strict confidentiality regarding participants, volunteers, personnel matters, financial records, and sensitive information.
• Exercise sound judgment and professionalism in all communications and interactions.
• Perform additional duties as assigned by the Executive Director.

Must-Have Qualifications

Education & Experience

• Associate degree in Business Administration, Office Administration, Accounting, Public Administration, Communications, or a related field; or equivalent combination of education and experience.
• Minimum of 2 years of administrative support, office administration, bookkeeping, nonprofit administration, government administration, or related experience.
• Experience maintaining confidential records and information.

Technical Skills

• Proficiency with Microsoft 365, including:
• Word
• Excel
• Outlook
• PowerPoint
• Publisher
• Experience with spreadsheets, databases, and electronic recordkeeping systems.
• Ability to learn new software platforms and reporting systems.

Core Competencies

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to prioritize multiple projects and meet deadlines.
• Ability to work independently with minimal supervision.
• Strong interpersonal and customer service skills.
• Professional judgment and discretion with confidential information.

Employment Requirements

• Must meet all Knox County pre-employment requirements.
• Valid driver's license and satisfactory driving record.
• Ability to complete required CASA and county training programs.
• Ability to pass required background screenings.
• No felony convictions or pending criminal charges that would compromise the integrity of the CASA Program.

Nice-to-Have Qualifications

• Bachelor's degree in Business Administration, Accounting, Communications, Public Administration, Nonprofit Management, or related field.
• Experience working in a nonprofit, court, legal, government, social services, or grant-funded environment.
• Accounts Payable (AP) processing experience.
• Payroll administration experience.
• Budget tracking and financial reporting experience.
• Grant writing or grant administration experience.
• Social media management and content creation experience.
• Website content management experience.
• Experience with donor tracking and fundraising support.
• Familiarity with volunteer management programs.
• Knox County residency.

Physical Requirements

Ability to sit, stand, walk, bend, stoop, reach, push, pull, and lift materials associated with office operations.

Work Environment

Work is performed primarily in an office setting with typical office equipment, lighting, and noise levels. Occasional attendance at community events, meetings, training, and outreach activities may be required.

Disclaimer

This job description is not intended to be all-inclusive. Employees may be required to perform other related duties as assigned by management. Knox County reserves the right to modify job duties, responsibilities, schedules, and requirements based on operational needs. This document does not constitute an employment contract, expressed or implied.

Knox County is an Equal Opportunity Employer.

Pay: $17.08 per hour

Work Location: In person

Salary : $17