Administrative Assistant

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

REPORTS TO: CASA Executive Director

Function: The Court Appointed Special Advocate (CASA) Administrative Assistant supports the Knox County CASA Program by coordinating office activities, managing financial and administrative records, and assisting with grant writing and HR-related tasks. This role works closely with the CASA Executive Director to ensure smooth program operations, maintain compliance with program requirements, and enhance program visibility through effective social media management.

QUALIFICATIONS:

• Education: Associate degree from an accredited college or university required; a Bachelor's degree in office administration, business, or a related field is preferred.
• Experience: Proven experience as an administrative assistant, office administrator, or in a similar role. Experience with governmental accounting processes or financial management is a plus.
• Technical Skills:
• Proficient in Microsoft 365 Office apps, including Word, Excel, PowerPoint, Outlook, and Publisher, with the ability to learn new software and systems quickly.
• Familiarity with accounting and HR software.
• Knowledgeable in social media management.
• Familiarity with grant writing processes.
• Experience with data management systems.
• Financial Acumen: Strong attention to detail and accuracy in financial reporting.
• Communication: Excellent written and verbal communication skills.
• Organizational Skills: Strong multi-tasking and time-management abilities, with the capacity to prioritize tasks effectively.
• Teamwork & Independence: Ability to work independently and collaboratively within a team setting.
• Confidentiality: Comfortable handling sensitive and confidential information with discretion.
• Compliance: Must meet all pre-employment requirements as outlined by Knox County.
• Legal Standing: No past or pending charges for felonies or misdemeanors that could impact the program’s credibility.
• Residency: Knox County residency is preferred.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Driver’s License: Must possess a valid driver’s license from the state of residence with a satisfactory driving record. If the license is from a different state than the residence, a valid state-specific driver’s license must be obtained within the first 30 days of employment.
• Completion of the program’s initial training sessions and Optima training for CASA volunteers.
• Ongoing annual continuing education is required.
• Essential Functions & Responsibilities:

Financial & Accounting Support:

• Prepare and process Auditor Reports and Monthly Auditor Reports.
• Assist with Additional Appropriations, ensuring compliance with financial policies.
• Process Accounts Payable (AP) Vouchers accurately and in a timely manner.
• Maintain and update Fixed Assets records.
• Reconcile all accounts monthly to ensure financial accuracy.

Administrative & Data Management: 6. Assist with data entry for program operations, statistical reporting, and grant management. 7. Maintain documentation and records for In-Kind Donations. 8. Manage Data Pitstop EEP and ensure accurate data tracking. 9. Maintain and update HR spreadsheets to track personnel records. 10. Print and distribute labels as needed for program operations.

Grant Writing & Reporting: 11. Assist the Executive Director in grant writing, including research, application submissions, and deadline tracking. 12. Compile financial and statistical data for grant compliance and reporting.

Office Management & General Support: 13. Ensure efficient office operations, including supply management and vendor coordination. 14. Maintain an accurate policies and procedures manual. 15. Serve as a liaison between CASA and other community agencies. 16. Handle confidential information with professionalism and discretion. 17. Attend meetings, training sessions, and professional development as required. 18. Complete additional duties as assigned by the CASA Executive Director.

General Requirements:

• Strong organizational and problem-solving skills.
• Ability to work in a fast-paced environment and adapt to changing priorities.
• Professional appearance and demeanor, maintaining respectful relationships with colleagues and stakeholders.
• Dependable, punctual, and able to work independently with minimal supervision.
• Demonstrates a commitment to CASA’s mission and values.

Work Environment & Physical Demands:

• Office setting with occasional off-site meetings or community events.
• Home-like work environment with variable background noise.
• Must be able to bend, stoop, push, pull, reach, sit, stand, and walk for periods of time.
• Occasional lifting of office supplies or files (up to 20 lbs).

Disclaimer:

This job description is not intended to be all-inclusive. The employee may be required to perform other reasonable duties assigned by management. The employer reserves the right to revise job duties and adjust work schedules, including overtime, to meet business needs.
Knox County is an Equal Opportunity Employer.

Job Type: Part-time

Pay: Up to $23,908.50 per year

Expected hours: No more than 29 per week

Schedule:

• Day shift

Education:

• Associate (Required)

Experience:

• Microsoft Excel: 1 year (Required)

Work Location: In person

Salary : $23,909