Office Administrator

Description

This key position ensures that business functions tied to administration/finance, advancement, programs and community engagement are managed effectively and efficiently. The office manager serves as executive assistant to the President, providing support for project and calendar management. S/he is the data entry specialist in the areas of administration/finance, advancement and volunteer/case management, which includes tracking, reporting and analysis. The office administrator assists in the planning and execution of internal and external training, meetings and events as well as related projects such as the annual appeal. S/he serves as liaison between Piedmont CASA, its board members, donors, Volunteers and the public.

Job Duties

Finance and administration  

1. With the President manage the day to day finances of the organization including but not limited to payroll, accounts receivable and payable along with banking and all relevant correspondence and record keeping.
2. With the President ensure local, State and Federal regulatory compliance along with all relevant correspondence and record keeping.
3. With the President manage the executive and organizational calendars.
4. With the President and leadership team manage planning, communication and execution of board and committee meetings, trainings and events.
5. With the President manage the communication, meetings and calendars associated with community partnerships.
6. Maintain and update financial, donor and volunteer/case management databases. Track information, run reports and analyze results as directed by the President.
7. Provide general administrative support to the office.
8. Prepare correspondence as directed;
9. Maintain office filing system;
10. Oversee maintenance of all office equipment.

Development Support

1. With the Advancement Director, produce and disseminate written communications including but not limited to annual appeals, evaluations, and newsletters.
2. Receive, acknowledge and track all donor contributions, pledges, in-kind donations and other payments;
3. Maintain accurate mailing lists, donor lists and donor profiles. Analyze fund raising data and prepare reports as needed using Quickbooks and Raiser’s Edge software;
4. Assist with the management of back-office functions related to special events. This includes but is not limited to managing responses through Constant Contact, entering relevant information in the appropriate database and managing the finances when necessary.

CASA Volunteer and case management

1. Will oversee the compilation of volunteer files from the first inquiry call through each stage of his/her involvement with the organization- recruitment, screening, training, and casework. Will ensure that data and paper files are up to date through telephone/email interactions, data collection and entry, correspondence and tracking.
2. Will be responsible for entering case related data from the referral from the court through case closure- hearings, services provided, and casework done by volunteers and staff;
3. Will enter information and maintain CASA Manager so that data is accurate and consistent for purposes of reporting to funders, the board and program oversight.
4. Assemble CASA volunteer training manuals at the direction of the Program Director.

Professional Development

Participate in CASA pre-service Volunteer training.

Pursue professional development opportunities

Attend relevant training as time and funding permits, with a goal of 20 hours per year

Participate in TICN, CASA Network and DCJS training and meetings when relevant.

Piedmont CASA is an Equal Opportunity Employer

Skills Required

The Office Administrator should have a Bachelor’s degree in business, communication, mathematics, or a related field or equivalent combination of education and experience, demonstrating the required knowledge, skills and abilities to carry out the responsibilities of the position:

1. The ability to work cooperatively with different personalities and individuals of diverse racial/economic/cultural backgrounds;
2. The ability to work in an environment that demands strict confidentiality, discretion and good judgment;
3. The ability to work in a fast-paced environment, managing multiple deadlines;
4. Superior oral and written communications skills;
5. Superior organizational and time management skills;
6. Two to three years experience working with databases such as QuickBooks and those pertaining to donor and case management;
7. Demonstrated attention to detail;
8. Commitment to Piedmont CASA’s mission and program goals.

Work Schedule

Monday through Friday from 8:30 am to 4:30 pm.

Some weekends and evenings are required when Piedmont CASA is hosting or participating in a community event, training or special event.

NO PHONE CALLS PLEASE

Additional Info

Please mail or email a cover letter and resume to:

Alicia Lenahan, President, Piedmont CASA, 818 East High Street, Charlottesville, VA 22902  OR

alenahan@pcasa.org

NO PHONE CALLS PLEASE