Office Administrator

Description

This position ensures that business functions tied to administration/finance, advancement, programs, and community engagement are managed effectively and efficiently. The Office Administrator serves as executive assistant to the President. The Office Administrator maintains all files related to administration, finance, human resources, and nonprofit governance. They serve as a liaison between Piedmont CASA, its board members, donors, Volunteers, and the public.

This is a part-time, salaried position with an opportunity for advancement as the organization expands its service area.

Job Duties

1. Perform assigned receptionist related activities including but not limited to, greeting and interacting with visitors, processing daily mail, answering the phone, listening to voicemails, occasional facilities support as assigned, and other tasks to ensure efficient operations.
2. Organize and maintain confidential documents and files and perform assigned administrative tasks to support office functions and safeguard compliance with relevant laws and regulations.
3. With the President manage the day-to-day finances of the organization including but not limited to receiving and recording donor contributions, accounts receivable and payable along with banking, and all relevant correspondence and record keeping including inputting data into QuickBooks and other relevant databases.
4. With President onboard and offboard new employees and maintain confidential human resources files.
5. With the President ensure local, State and Federal regulatory compliance along with all relevant correspondence and record keeping.
6. With the President and leadership team manage planning, communication, and execution of board and committee meetings, trainings, and events.
7. Identify and order needed office supplies.
8. Provide general administrative support to the office.
9. Prepare correspondence as directed.
10. Will support CASA Volunteer training and recruitment efforts including but not limited to maintenance of database and paper files, completion of background check documentation, preparation of training materials, and other duties as necessary.

Professional Development expectations:

1. Participate in CASA pre-service Volunteer training.
2. Pursue professional development opportunities.
3. Attend relevant training as time and funding permits.

Perform any other duties as assigned by the President.

Skills Required

The Office Administrator should have a Bachelor’s degree or equivalent combination of education and experience, demonstrating the required knowledge, skills, and abilities to carry out the responsibilities of the position:

1. The ability to work cooperatively with different personalities and individuals of diverse racial/economic/cultural backgrounds;
2. The ability to work in an environment that demands strict confidentiality, discretion and good judgment;
3. The ability to work in a fast-paced environment, managing multiple deadlines;
4. Superior oral and written communications skills;
5. Superior organizational and time management skills;
6. Two to three years experience working with databases such as QuickBooks and those pertaining to donor and case management;
7. Demonstrated attention to detail;
8. Ability to pass a state and federal background check; and,
9. Commitment to Piedmont CASA’s mission and program goals.

Work Schedule

Twenty-four hours per week. This role will be based out of our office in Charlottesville.

Additional Info

The starting salary for this position is $32,500 for 24 hours a week. Pro-rated annual, health, and personal leave are available in addition to the office being closed for all federal holidays and typically the week between Christmas and New Year’s. While health insurance benefits are not available, a simple IRA with employer matching contribution equal to the employee’s salary reduction contributions up to a limit of 3% of the employee’s compensation for the calendar year is available.

Piedmont CASA prohibits harassment and/or discrimination of any applicant or employee on the basis of race, religion, color, gender, national origin, disability, sexual orientation or any other basis made illegal by the laws of the United States or of the State of Virginia.

Application instructions and deadline: Email a cover letter, three references, and a resume to Kate Duvall at kduvall@pcasa.org. Please include “Office Administrator” in the email subject. Applications will be considered on a rolling basis. We encourage applicants to apply as soon as possible.