POSITION:  Administrative Assistant

REPORTS TO:  Executive Director

KEY RESPONSIBILITIES:

 General Office Assistance:

  •  Front desk: Answer phones, direct calls to either office personnel or the correct volunteer and assist volunteers and staff with phone requests.

  • Complete OPTIMA (CASA database) training.

  • Disperse daily e-filings to correct cases in OPTIMA.

  • E-mail Local DCS Directors (or DCS admin.) case listings at the beginning of each month.

  • Get mail from post office and process physical mail, as well as office email by sending/forwarding out to assigned volunteers and staff, and the corresponding case supervisor.

  • Complete digital files on new cases (in Optima).

  • Process digital files on closed cases (in Optima).

  • Petition user fees to Courts when applicable.

  • Keep accurate and up to date records of all user fees and notify the Court of payment history, when applicable.

  • Maintain up-to-date OPTIMA database, running necessary reports on regular basis.

  • Provide statistics to Executive Director on child activity for quarterly and annual reports, and as requested.

  • Process new volunteer applications (through Optima.)

  • Send background inquiries to Police Departments and Department of Child Services on clients, when requested.

  • Format Court Reports written by volunteers before forwarding to appropriate staff supervisor, then e-file Reports upon supervisor approval. 

  • Ensure proper service is served to all parties when e-filing.

 

Office Management Duties:

  • Be familiar with office policies and operational procedures.

  • Maintain schedule of office staff in absence of Executive Director.

  • Manage physical and digital filing systems; transfer and dispose of physical records according to retention schedules and policies.

  • Ensure office supplies are maintained and replenished.

  • Maintain all office equipment (fax, copier, computers, etc.)

 

Other Program Activities:

  • Assist with volunteer trainings and fund-raising events as requested.

  • Attend volunteer appreciation events and assist as requested.

  • Other duties as may be assigned by Executive Director.

Pay is commensurate with experience.  Please send cover letter, resume, and three professional references to resumes@neincasa.net