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POSITION: Administrative Assistant

REPORTS TO: Executive Director

KEY RESPONSIBILITIES:

General Office Assistance:

• Answer phones, direct calls to either office personnel or the correct volunteer, and assist volunteers with phone requests.

• Complete OPTIMA training

• Disperse e-filings to correct case in OPTIMA

• E-mail Local DCS Directors case listings at the beginning of each month

• Get mail from post office and process mail (includes office email) by sending/forwarding out to assigned volunteers, and corresponding case supervisor.

• Prepare files on new cases.

• Process files on closed cases.

• Petition user fees to Courts.

• Keep accurate and up to date records of all user fees and notify the Court of payment history.

• Maintain up to date OPTIMA database.

• Provide statistics to Executive Director on child activity for quarterly and annual reports, and as requested.

• Send background inquiries to Police Departments and Department of Child Services on clients, when requested by volunteers.

• Format and e-file reports to the Courts written by volunteers.

Office Management Duties:

• Be familiar with office policies and operational procedures.

• Maintain schedule of office staff in absence of Executive Director.

• Manage filing systems; transfer and dispose of records according to retention schedules and policies.

• Ensure office supplies are maintained and replenished.

• Maintain all office equipment (fax, copier, computers, etc.)

Other Program Activities:

• Assist with volunteer trainings and fund-raising events as requested.

• Attend volunteer appreciation events and assist as requested.

• Other duties as may be assigned by Executive Director.

Please send cover letter, resume, and three professional references to resumes@neincasa.net