Office Administrator

Tennessee CASA

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Job Summary

Tennessee CASA (Court Appointed Special Advocates) is a non-profit organization whose mission is to support, develop, expand and unite local CASA programs in recruiting and training volunteers to advocate for Tennessee’s abused and neglected children. Currently, there are 31 community-based CASA programs, serving 57 counties across Tennessee. With over 1,600 volunteers serving over 5,700 children who are involved in the juvenile court system, we believe that every child deserves a voice from a caring adult who will stand by their side, speak up for their best interest and give them a hope for the future.

This position is located in Murfreesboro, Tennessee and is Full-Time.  The salary is commensurate with experience.  There are no employee benefits, i.e. health insurance or retirement.

The successful candidate will be thoroughly committed to the CASA mission and able to demonstrate management and development skills through a successful experience and education.  Background in nonprofit organizations is preferred. The qualified candidate must be a team player who is mission-driven and task-oriented. 

Tennessee CASA abides by safety precautions as issued by the Centers for Disease Control, including vaccines, masks, and safe distance. 

The Office Administrator is an Exempt Position (Salary based on 40 hours/week) reporting to the Executive Director. 

It is the intent of TN CASA that all positions work together as a team. 

Purpose:  The purpose of the Office Administrator is to provide office management support through day-to-day activities to include data and information management, financial and membership records, travel and logistical arrangements, and troubleshoot general IT challenges.

 

Job Responsibilities

Primary Job Responsibilities for this position are as follows:

Day-to-Day office management

• Provides daily office administrative support such as managing calendar of appointments;
• composing and preparing correspondence that is sometimes confidential; arranging complex
• and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related
• meetings.
  Maintains supplies inventory by checking stock to determine inventory level; anticipating
• needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinates all shipping and mailing to and from the office
• Coordinate our representation at conferences
• Handle all facility related issues: office relocation, communications with maintenance staff, communications with service providers and repair personnel
• Answer Phones and manage general office voicemail
  Open Mail and make Weekly deposits and submit documentation to accounting according to
• Procedure
• Manage employee files and new employee orientation and documents
• Maintain donor database; write thank you note to all donors

Technology and Data Collection

• Set up and maintain Share Drive for all employees’ access to key documents
• Monitor, track and evaluate all marketing initiatives to measure and grow the level of engagement within the website and social media platforms over time.
• Aggregate data from local programs and prepare reports for data analysis
• Assists with maintenance of data in databases inclusive of CASA Manager and Access
• Ensures operation of equipment; maintains equipment inventories; evaluating and
• implementing new equipment, systems and techniques. 
• Be able to troubleshoot general IT challenges on behalf of employees, including issues with phones, printers, scanners, or Zoom.
• Use various software, including word processing, spreadsheets, data software and presentation software to prepare reports and/or special projects
• Facilitates communication with agency staff concerning technology updates, changes or outages.

 Financial Duties:

• Learn QuickBooks to provide backup for Executive director
• File and maintain financial documentation for accounting requirements 
• Open mail; maintain receipts ledger; make bank deposits 
• Assist in preparation for annual Audit

Network Membership Support

• Maintain annual membership documents; send invoices; gather compliance documents; maintain database of local programs
• Monitor www.BeForTheChild.org  website for volunteer inquiries, maintain database of all inquiries, send referrals to local programs
• Follow-through on volunteer referrals
• Maintain and distribute CASA local program network contact information
• Copying, printing, assembling literature, training manuals and promotional items

Travel and Logistics

• Occasional out-of-town and overnight travel will be as needed and expected to be up to 25% of time.
• Make travel arrangements for conferences, site visits, and other travel
• Schedule and book travel for employees
• Plan and execute logistics for all scheduling for site visits, management and team training
• Timely submission of travel documentation and paperwork to accounting

Board of Director Duties:

• Assist in preparation for quarterly Board Meetings and Committee Meetings
• Assists BOD Committee Chairs with meeting arrangements, minutes, etc. 
• Maintenance of all Board documents, including contact information and board manuals. 
• Maintain Board of Directors individual files
• Participate in Strategic Planning with the TN CASA Board of Directors

 

Qualifications

Qualifications: Required — B.A. or three years’ experience in nonprofit management and/or administrative support or a combination of education and experience to fit the job duties.

• Must submit to national background check and drug screen
• Demonstrate alliance with Tennessee CASA Values
• Proficient in Microsoft Office (Outlook, Word, Excel, Power Point, and Access), Adobe, and social media platforms; Proficient in QuickBooks
• Occasional out-of-town and overnight travel will be as needed and expected to be up to 25% of time
• Preferred experience with data tracking software
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment

• Must have a reliable vehicle, a valid driver’s license, and proof of insurance. 
• While performing the duties of this job, the employee is regularly required to sit; stand; use hands; and talk and hear; occasionally required to walk; reach with hands and arms, and stoop, kneel, or crouch; vision abilities include close vision, distance vision, and the ability to adjust focus; ability to lift and carry 20-25 lbs. Must have manual dexterity.

While this description is intended to be an accurate reflection of the current position, it is not necessarily exhaustive of all task, duties efforts, or expectations of the position. Management reserves the right to revise or amend this description at any time. I understand fully and agree to accept the responsibilities of this job description.

 

Additional Information

Benefits

How to Apply

Application Process:

• The qualified candidate must be able to pass a national background check and drug screen

• Submit resume and cover letter to TN CASA Executive Director via email attachment to:   search@tncasa.org
• Deadline for submission is Wednesday, December 10, 2021
• Address questions or concerns to:   search@tncasa.org

 

Details

• Date Posted: December 6, 2021
• Type: Full-Time
• Job Function: Administrative
• Service Area: Children / Youth
• Start Date: 01/11/2022
• Salary Range: Commensurate with Experience
• Working Hours: 40 hours a week