Administrative Assistant jobs in Vincennes, IN

CASA Administrative Assistant
POSITION TITLE: CASA Administrative Assistant Part-time

REPORTS TO: CASA Executive Director

Function: A Court Appointed Special Advocate (CASA) Administrative Assistant is responsible for organizing and coordinating office activities and operations. This role will work closely with the CASA Director by handling clerical duties, and monitoring various social media accounts.

QUALIFICATIONS:

· Associate degree from an accredited university or college; BSc/BA in office administration or relevant field is preferred

· Proven experience as an office administrator, office assistant or relevant role

· Proficient in Microsoft 365 Office apps: Word, Excel, PowerPoint, Outlook and Publisher with the aptitude to learn new software and systems.

· Knowledgeable in social media management

· Familiarity with grant writing

· Excellent written and oral communications skills

· Excellent multi-tasking and time-management skills, with the ability to prioritize tasks

· Ability to work collaboratively

· Comfortable handling confidential information

· Must meet all requirements for pre-employment as required by the County

· Never been charged and/or no pending charges for a felony or misdemeanor that would pose risks to the credibility of the program

• Knox County resident preferred.

CERTIFICATES, LICENSES, REGISTRATIONS: Current valid driver’s license from state of residence with a satisfactory driving record. You must obtain a current valid driver’s license within the first thirty (30) days of employment if your driver’s license is from a state other than the one you reside in. Must complete the programs initial training sessions and Optima training for CASA volunteers. Annual continuing education training is required.

PHYSICAL DEMANDS: Must be able to bend, stoop, push, pull, reach, sit, stand and walk for periods of time.

VISUAL AND COGNITIVE DEMANDS: Must have excellent communication skills. Must be able to generate written reports or summaries using prescribed formats. Must be able to give and receive verbal and written instructions. Proficiency in Microsoft Word for Windows, Excel and other computer applications required. Proficiency with social media. Grant writing experience preferred.

WORK LOCATION AND ENVIRONMENT: Home-like and office settings with varying degrees of background noise. Lighting and ventilation as found in a typical home, school or office setting.

ESSENTIAL FUNCTIONS: The successful applicant should be able to perform ALL the following functions at a pace and level of performance consistent with the actual job performance requirements.

1. Ensures general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning.

2. Assists in data entry of information required for program operation, statistical reporting, and grant management.

3. Maintains appropriate documentation and files.

4. Assists in maintaining closed files.

5. Assists staff in keeping up data statistical information on cases on a monthly basis.

6. Monitors all motions and orders that are sent to the CASA Program and ensures that the documents are uploaded into the correct file.

7. Assists in calendar maintenance including preparing the court’s calendar to send out to staff.

8. Notifies volunteers and staff of court hearings, deadlines, and provides direct support.

9. Assists the Director in grant writing including researching processes, observing deadlines, and managing applications.

10. Maintains the CASA Program’s social media accounts including maintaining a consistent posting schedule across the Program’s accounts (Facebook, Twitter, Instagram, etc).

11. Observes and following current social media trends.

12. Directs all inquiries through social media to the Program’s website.

13. Develops and maintains a positive working relationship with the appropriate stakeholders.

14. Maintains an understanding of current child welfare trends, guidelines and requirements.

15. Respects and maintains confidentiality regarding program participants and families.

16. Presents the CASA Program positively and enthusiastically to the community, promoting awareness and benefits of services.

17. Reviews and manages payroll for CASA Staff.

GENERAL REQUIREMENTS:

1. Demonstrates understanding of the operation of the CASA mission and vision for the program.

2. Meets on an as needed basis with the Executive Director to review Program operations.

3. Maintains an accurate policies and procedures manual.

4. Reads, understands, and complies with all provisions of the Knox County Personnel Policies Handbook.

5. Assists court in formation of policy.

6. Conducts orientations and assessments on clients referred to the Program. Make appropriate referrals, monitor progress and conduct follow up as needed.

7. Demonstrates excellent communication skills (Verbal and Written).

8. Dependable, accepts responsibility for attendance and punctuality. Effectively utilizes time. Works when scheduled and observes policies regarding scheduling and time off.

9. Flexible, adjusts work to accommodate changes in priorities and workload.

10. Must be able to work independently as well as part of a team.

11. Attends and participates in all required new hire, annual, and other assigned training and attends meetings as assigned.

12. Handles information in a confidential manner.

13. Presents a neat, clean and professional appearance and dresses appropriately for the job.

14. Sets a good example for others by own self-discipline and behavior. Maintains professional and respectful relations with others.

15. Does not engage in activities other than official business during working hours.

16. Act as a liaison with other community agencies.

17. Completes other duties not listed in this description as assigned by the Executive Director.

This job description is not intended to be all-inclusive. Therefore, the employee may be requested to perform other reasonable related duties as assigned by immediate supervisor and other management as required. The company reserves the right to revise or change job duties as business requirements dictate. It is mutually agreed that the job description does not constitute a written or implied contract of employment. It is also understood that the company reserves the right to change work schedules as necessary, including overtime.

Knox County is an Equal Opportunity Employer

Job Type: Part-time

Pay: Up to $22,770.00 per year

Expected hours: No more than 28 per week

Schedule:

• Day shift

Education:

• Associate (Preferred)

Experience:

• Microsoft Excel: 1 year (Required)

Ability to Relocate:

• Vincennes, IN: Relocate before starting work (Required)

Work Location: In person