Douglas County CASA, Inc. in Lawrence, Kansas

Position Announcement & Description

https://www.dccasaks.org/support/winds-across-the-prairie

Douglas County CASA is searching for an Office Manager to join our team to manage internal procedures and operations of the agency and our building as we continue to grow to serve every child under the protection of the court due to abuse and neglect from Douglas County, Kansas.

The Office Manager is responsible for management of the physical office and internal procedures and operations of the agency. Responsibilities include building management; managing vendors and services; management and supervision of volunteers who support office administration, general bookkeeping; and clerical and administrative support for staff. This exempt supervisory position reports to the Executive Director.

This position is new, although it was created due to an expected retirement of our current Administrative Assistant who has been with us for over five years, and will continue to work through the end of this calendar year with the transition and addition of this new Office Manager.

APPLICATION INSTRUCTIONS:

We plan to hire one full-time position. We are posting this position on June 21^th, 2024, with desired start date as soon as possible, ideally by September 2, 2024. The position will remain open until filled.

To apply submit a cover letter and resume (PDF, DOC, or DOCX file format, one PDF file preferred) by email to evaughn@dccasaks.org. Initial and continued employment are contingent upon passing reference, screening, and background checks.

Job Description

The job tasks of this position fall into the following four categories:

1) Manage Building, Tenants, & Vendors (20%)

2) Office Management: (55%)

3) Manage Paper & Electronic Files (15%)

4) Bookkeeping & Accounting:(10%)

Job tasks:

1. Receive and respond to needed building repairs and maintenance requests

2. Communicate and collaborate with any tenants in the building to ensure they have what they need.

3. Manage building and office vendors, including but not limited to: Shredding, Copier/Printer, Drinking Water, Building repair and maintenance vendors (HVAC, window washing, electric, plumbing, etc.), Phone & internet, Locks & security, IT vendors

4. Communicate with the Home Owners Association (HOA) regarding our agency needs for HOA provided services.

5. Work with staff to make, test, and practice safety plans for emergencies (tornado, blackout, flood, fire, armed shooter, security breach)

6. Supervise, train, and support volunteers to support the effective and efficient operation of the CASA office, such as Receptionist and Office Assistants. Duties with an asterisk (*) can be delegated to these volunteers.

7. Ensure all background checks are completed according to policy and standards for all new staff and volunteers.

8. Answer phones and provide reception to all visitors. Provide reliable office coverage during business hours.

9. Organize and maintain information and materials for the Board of Directors. Assist at board meetings as needed.

10. Purchase and organize office supplies as needed.

11. Produce letters, reports, documents and other agency communications as needed.

12. Support the administrative needs of staff conducting the recruitment and training of all volunteers.

13. Aid in the development and distribution of newsletters, brochures, letters, announcements, invitations, and other communication.

14. Assist staff with materials and documentation for volunteer training sessions.

15. Assist staff with all fundraisers and mailings, including direct mail campaigns and special events.

16. Work cooperatively with staff to maintain agency website and social media sites.

17. Coordinate distribution of birthday gifts and care packages for CASA children.

18. Make bank deposits, mail drop-offs and delivery errands as needed.

19. Work cooperatively in a team environment. Maintain a positive program image with the public, volunteers, board members, and others.

20. Serve as a Notary for our office.

21. Manage and support the organization and maintenance of agency files including official print and electronic documents. Files include but are not limited to: Volunteer records, donor records, case records, board member records, personnel files, financial records, and grant files. These databases include: QuickBooks Online, Optima/Evinto, DonorPerfect, eflex/Odyssey, SharePoint, OneDrive, and DocuSign.

22. Transfer data from paper formats into computer files or database systems using keyboards, data recorders, or optical scanners.

23. Create accurate reports and spreadsheets.

24. Verify data by comparing it to source documents.

25. Retrieve data from the database or electronic files as requested.

26. Perform regular backups to ensure data preservation.

27. Sort and organize paperwork after entering data to ensure it is not lost.

28. Assist with general bookkeeping activities with the Executive Director, other staff, and vendors.

29. Process and pay bills timely for payment ensuring approval processes and policy are followed (prepare/print checks for signature, coordinate the signing of checks).

30. Prepare and make deposits, ensuring approval processes and policy are followed.

31. Maintain agency financial records for all accounts payable and accounts receivable.

32. File and organize bank statements and bank reconciliations monthly.

33. Maintain payroll records.

34. Prepare documents and support the annual financial audit.

35. Produce financial reports as needed.

Minimum Qualifications & SKILLS

A. 3 – 5 years’ experience including office management duties or another responsible role.

B. Demonstrated ability to maintain confidentiality.

C. Proficiency and work experience with computers and databases. Preference is for: Windows Operating Systems, Office 365, QuickBooks Online, DonorPerfect, Optima/Evinto.

D. Database Management Skills: Experience using and managing online databases, with demonstrated ability to transition paper files to electronic files (SharePoint, OneDrive).

E. Strong attention to detail and a commitment to data accuracy

F. Proficiency in using database software and data management tools

G. Demonstrated knowledge of basic bookkeeping.

H. Strong written, verbal and interpersonal skills.

I. Attention to detail. 

J. Positive attitude and demonstrated success in a team environment.

K. Must pass required background checks and fingerprinting.

L. Bachelor’s degree.

Preferences

A. Experience in a non-profit work environment is preferred.

B. Knowledge of CINC confidentiality laws is preferred.

C. Preferred experience with QuickBooks Online, Microsoft Word, Excel, Outlook, and graphic design software.

D. Preferred experience with SharePoint and OneDrive.

E. Demonstrated experience providing bookkeeping support, and knowledge of controls and processes necessary for a clean non-profit audit.

HOURS:

· Full-time, exempt, onsite 9:00 am – 5:00 pm, Monday – Friday, with flexible hours working some evenings and weekends due to events, committee work, etc.

COMPENSATION, REIMBURSEMENT & BENEFITS

· Salary Range: $33,000 - $55,000 depending on experience, skills, qualifications, and education.

· Monthly Cell phone/Internet Reimbursement: $40/month to reimburse employees for use of personal cell phone and home internet.

· Paid Time Off

o Holidays: We observe most holidays observed by Douglas County (court).

o Discretionary Day: One additional discretionary holiday is available per year.

o Vacation Leave: Accrued 8 hours each month (equivalent of 12 days per year).

· Sick Leave: Accrued 8 hours each month (equivalent of 12 days per year).

· Optional Health Insurance (Medical, Dental, Vision): Employees working at least 32 hours per week, Douglas County CASA pays 90% of the employee’s premium and 40% of family member premiums.

· Optional Wellness Reimbursement/Stipend: $110/month reimbursement or stipend to support an employee’s Wellness Plan.

· Optional SIMPLE IRA Match: Douglas County CASA matches up to 3% of an employee’s gross compensation to the agency’s SIMPLE IRA plan.

Equal Opportunity Employer

Douglas County CASA is an equal opportunity employer in accordance with all federal and/or state laws. CASA selects employees based on their qualifications to fulfill established positions. No applicant for employment or employee will be discriminated against because of race, creed, national origin, gender, religion, political affiliation, marital status, sexual orientation (excluding pedophilia), gender identity, age, or disability. Equal opportunity extends to all personnel matters, including recruitment and hiring, evaluation, training, promotion, compensation, disciplinary action, and termination.