Office Assistant

Lone Star CASA, Inc.
Job Description
 Job Title: Office Assistant
Classification: Non-Exempt Part-Time Position (28-32 hours)
Reports to: Executive Director
• High School diploma or GED
• Experience in administration of an office environment
• Knowledge of software Microsoft suite including, Excel, Word, and PowerPoint, well-versed computer skills, and knowledge of QuickBooks is a plus
• Superior time management skills, communication (both verbal and written), multi-tasking abilities, team player
• Excellent interpersonal skills with a high level of professionalism
• Recognize and respect the sensitive nature of the work and maintain the highest confidentiality
Summary of Responsibility: The Office Assistant plays a key role in supporting the agency’s overall functioning, with an emphasis on organizational efficiency and staff support. This position will be the first point of contact and will provide information regarding CASA and resources. Provide administrative support to the Executive Director, Staff, and Board of Directors as needed. This role supports the fulfillment of the Lone Star CASA mission.

Essential Duties and Responsibilities include the following. Other duties may be assigned.
Operational Support
• Work during open office hours as requested and welcome all guests
• Answer all incoming calls and provide information and resources
• Process outgoing and incoming mail
• Coordinate meetings, training, and appointments as needed
• Assist with hospitality tasks for meetings, training, and guests as well as, preparing documents for meetings and training, including sending calendar invites to attendees and managing RSVPs
• Ensure the office spaces are presentable and organized- including meeting rooms, kitchen area, and storage spaces • Assist with donor acknowledgments
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies
• Monitor the facility’s operational and security needs and update ED as needed
Program Support
• Run case management database reports as needed
• Assist Program staff in tracking volunteers’ compliance in database
•Manage logistics of in-kind donations
• Prepare and report program numbers to funders as needed
• Maintain document retention and document shredding
• Confetti basket coordination
• Storage upkeep for easy access
Event Support
• Responsible for coordinating volunteers at special events
• Responsible for data entry related to events
• Assist ED on other items that need coordinating for special events
• Verify and transport deposits to the bank as needed according to internal policy and guidelines
• Submit all receipts to be paid in QB for the bookkeeper and ensure bills are paid
• Print all prepared checks for ED signature
Conditions of Employment
• Schedule includes regular office hours and some evening and weekend work, requires flexibility and availability
• Must have transportation
• Must pass all background checks
• Ability to sit and type at a computer for at least 6 hours per workday
• Participate in continuing education opportunities as appropriate
• Ability to lift 10-15 pounds for office supplies or donations
• Occasionally carry out or assist with other duties not listed on this job description

Lone Star CASA is an equal employment opportunity and affirmative action employer. The employer will not discriminate and will take "affirmative action" measures to ensure there is no discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, national origin, religion, gender, sexual orientation disability or age. 

Please email & include your salary expectations if you are interested in learning more about this position.
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