Administrative Coordinator

General Statement Of Duties And Responsibilities

The Administrative Coordinator ensures smooth day-to-day operations of the agency by delivering exceptional front-office reception, assisting with donation management, and offering support to the agency’s programs and events.

Essential Duties And Responsibilities

• Serve as the first point of contact for all agency guests by greeting and directing or escorting them to the appropriate location.
• Manage guest sign-in and sign-out logs.
• Answer the main phone line and screen and direct phone calls.
• Take and deliver messages when necessary.
• Receive mail and packages and distribute items accordingly.
• Operate office machines, including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Train staff members on the use of office equipment and provide them ongoing support.
• Manage the receipt of all agency donations received via mail and email.
• Create and send donor thank you letters.
• Complete weekly donation deposit reconciliation by cross-referencing Salesforce records with donor information.
• Provide detailed deposit reports to the President & CEO, Director of Finance, and Fund Development Team.
• Support staff in managing incoming case-related mail and email, ensuring all communications are directed to the appropriate staff members.
• Aid in various program tasks, including data entry, opening and closing case files, creating appointment letters and business cards for volunteers.
• Provide administrative support for various organizational meetings and events, including volunteer training, Board of Director meetings, staff meetings, and fundraising events.
• Perform data entry, as needed, ensuring all information is accurately recorded in systems and databases used by the agency.
• Maintain the physical space of the CASA house and grounds, ensuring the space is maintained in a manner conducive to the work of the organization and the needs of visitors and staff.
• Oversee the scheduling of various facility maintenance professionals.
• Inventory and oversee the purchasing of office supplies.

Professional Integrity and Development

• Complete a minimum of 12 hours of annual continuing education programming.
• Embrace a culture of continued development by participating in an annual performance review with the Director of Administrative Services and document one’s own milestones and achievements, as well as opportunities for growth.

Other Duties

• Must complete CASA Pre-Service Training within three months of start date.
• Perform other related duties as requested by the President and CEO or agency directors.

Qualifications and Entrance Requirements

• High school diploma or equivalent preferred.
• 2+ years of administrative work in an office setting and customer service experience required.
• Strong written and interpersonal communication skills.
• Proficient in Microsoft Office programs and comfortable working with computers and databases.
• Ability to handle sensitive and confidential matters.

Essential Qualities

• Highly organized, with great attention to detail.
• Promotes the dignity and well-being of all clients, staff, and volunteers.
• Ability to work with minimal supervision.
• Must be able to demonstrate adaptability.
• Commitment to Jackson County CASA’s mission and values.

Special Requirements

• Must submit to and pass a criminal and child abuse and neglect background check.
• Must have flexibility to work some nights and weekends.

Schedule and Work Location

• Full-time (40 hrs/wk).
• Most work will be conducted M-F, 8:30 a.m.-5 p.m.
• Some evening and weekend hours may be required.

Physical and Mental Demands and Work Environment

• Prolonged periods of both standing, walking, and sitting at a desk and working on a computer will be required.
• Will be required to use hands and fingers frequently.
• Will climb and descend stairs, grasp, handle, feel, and operate objects, tools, and controls.
• Will be required to bend, kneel, and crouch.
• Speak, hear, and read both in quiet, loud, private and public settings, both large and small.
• In-office and out-of-office public contact with people.
• Must be able to lift and move up to 25 pounds.
• The noise level of the office environment is often low to moderate.
• Position is subject to the usual office interruptions associated with providing service and performing multiple duties in an office environment.
• In-person contact with people inside and outside the office environment will be required.
• Proper grooming and hygiene are required.
• Attire for this position is generally business casual but there may be times that attire is professional, as determined by the setting.

Benefits

• 15 days paid time off & 15 days paid leave earned within the first year of employment.
• Paid holidays.
• 100% employer paid health insurance, 100% employer paid dental, vision, life, and long-term disability insurance.
• SIMPLE IRA with match.
• Employee Assistance Program.

Commitment

• Our commitment is to provide reasonable accommodation to qualified individuals with disabilities.

Equal Opportunity Employer

• We are an affirmative action, equal opportunity employer committed to building and supporting a culturally diverse and inclusive work environment that values all staff members' backgrounds and perspectives.