Office Manager - CASA- COMOT III

Office Manager For The Casa Program

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Tippecanoe County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Office Manager for the CASA Program, responsible for providing administrative functions of the Program's office.

Duties:

• Provides direction and support to Clerical Support person. Orients new subordinates regarding department policies/procedures and keeps supervisor and assigned staff informed of organizational developments. Establishes policies and procedures for office systems, including maintaining office files and overseeing paper flow.
• Processes and sorts incoming mail to be filed and sent to volunteers.
• Assists with program events as requested by Program Director, such as volunteer appreciation and recognition activities and events.
• Assumes primary responsibility for generating accounts payable and receivable.
• Assists with volunteer screening process and sends reference and background checks on each prospective volunteer.
• Orders office supplies, maintains office equipment, and processes incoming and outgoing mail on a daily basis.
• Answers telephone, responding to inquiries in a professional and polite manner, providing information and assistance, and/or directing callers to appropriate individual or department.
• Maintains office case/files and prepares files for scheduled case conference and court hearings. Inputs date and times of future hearings and case conferences in CASA outlook calendar.
• Enters CASA volunteer data into COMET (CASA Outcome Measurement and Evaluation Tool). Utilizes Superior Court 3 database (QUEST) and CourtView to research information and dates for cases. Communicates with Superior Court 3 staff regarding discrepancies in QUEST and CASA case information.
• Performs related duties as assigned.

Requirements:

High school diploma or GED. Baccalaureate Degree in social services, education, social work, psychology, child development or equivalent combination of education and experience preferred.

Ability to complete national CASA training curriculum yearly.

Must be at least 18 year of age.

Working knowledge of standard office policies and procedures, and ability to apply such knowledge to a variety of interrelated tasks.

Working knowledge of Microsoft Office software with experience in desktop publishing and database software preferred.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare various documents, make simple arithmetic calculations, and plan/layout assigned work projects.

Ability to provide direction and support to Clerical staff person.

Ability to properly operate various office equipment, including computer, fax machine, copier, and telephone.

Ability to provide public access to or maintain confidentially of department information and records according to state requirements.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ability to effectively communicate orally and in writing with co-workers, other County departments, volunteers, attorneys, Department of Child Services staff, families, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to compare or observe similarities and differences between data, people or things and apply knowledge to people and/or location.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work rapidly for long periods, work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to occasionally work extended hours, and occasionally travel out of town for CASA state convention.

Incumbent performs duties according to supervisor. Assignments and objectives are set jointly by incumbent and supervisor with some degree of flexibility in the job. Errors in work are primarily detected or prevented through supervisory review or prior instructions from supervisor. Undetected errors could result in work delays in other departments.

Incumbent maintains frequent contact with co-workers, other County departments, volunteers, attorneys, Department of Child Services staff, families, and the public for the purpose of exchanging information and explaining and interpreting policies and procedures.

Incumbent reports directly to Program Director.

Incumbent performs duties in a standard office environment, involving sitting for long periods, sitting/walking at will, keyboarding, lifting/carrying objects weighing less than 25 pounds, close vision, speaking clearly, and hearing sounds/communication. Incumbent maintains frequent contact with the public and may be exposed to irate/difficult persons. Incumbent occasionally works extended hours, and occasionally travels out of town for CASA state convention.