Administrative Assistant

Job title

Administrative Assistant

FLSA Status

Non-Exempt

Employment Status

Full-Time

Reports to

Director of Mediation

Job purpose

This position supports attorney mediators in the effective delivery of mediation services for child welfare cases. Responsibilities include maintaining and organizing case information using case management systems, preparing draft court documents from standardized templates, assisting mediation participants throughout the process, and ensuring timely and accurate filing of documents with the court. The role is critical in promoting efficient case flow, maintaining accurate records, and supporting a collaborative and client-centered mediation environment.

Duties and responsibilities

• Use case management software to organize and input information for easy access.
• Coordinate mediation calendars and assist with case scheduling which may include conducting brief Zoom meetings.
• Gather information for mediators which may include contacting mediation participants.
• Prepare draft court reports and settlement documents from templates.
• Prepare conference and breakout rooms for mediation.
• Welcome and assist mediation participants.
• File documents with the court.
• Oversee mediation supplies and order replacement items as needed.
• Must be able to multi-task and handle numerous duties during the day as they come up.
• Other support duties as requested.

Qualifications

• Skilled in computer use and clerical duties.
• Excellent organizational skills including keen attention to detail.
• Ability to communicate well with both members of the public and with co-workers.
• Self-starter who can work independently.
• Commitment to the well-being of children.
• Ability to work cooperatively with different personality types.
• Commitment to Child Advocates' goals and mission.
• Strength of character, honesty, humor, and flexibility are important.
• Knowledge of My Case and Quest court systems preferred.
• Knowledge of Clio case management software, Adobe, Zoom, and Microsoft Office preferred.
• Child welfare experience preferred.
• Must live in central Indiana.

Working conditions

This job operates in a hybrid office environment, with responsibilities performed both in-office and remotely. This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to talk and hear. The employee may be required to stand, walk, use hands, handle or feel, reach with hands and arms. While performing the duties of this job, the employee is required to drive, stand, walk, and reach with hands and arms. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must be able to lift up to 25 pounds.

Direct reports

None

Child Advocates, Inc. is committed to a diverse and inclusive workplace. Child Advocates, Inc. is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.