Administrative Assistant - CASA - COMOT II

Description

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 Administrative Assistant to the Director of the Tippecanoe County CASA Program, responsible for providing clerical support for the CASA program and CASA staff.

DUTIES:

• Provides clerical support to CASA staff, including confirming/updating court date entries on calendar, providing updates to e-filings, processing exhibit list data and other items as assigned,
• Research and create content for website, infographics, blogs, e-newsletters and other forms of external communication.
• Draft letters for communication with program stakeholders.
• Provides maintenance and updates to program website and all social media, serving as webmaster for program.
• Prepares informational packets for prospective CASA volunteers, sends out reference letters, sets up interviews and training schedules.
• Answers telephone, responding to inquiries in a professional and polite manner, providing information and assistance, and/or directing callers to appropriate individual or department.  
• Monitors e-filings, uploading into Optima system and notifies staff and volunteers to new data received. Receives, processes and sends faxes, and maintains office master mailing list.
• Assists with CASA in-service training, appreciation banquet, holiday luncheon, and other events as necessary.
• Enters case data into OPTIMA, program’s web-based system. Utilizes Superior Court III database (QUEST) and CourtView to research information and dates for cases, and inputs date and times of future hearings and case conferences in CASA outlook calendar.
• Manages accounts payable using accounting software while following State Board of Account and Tippecanoe County Auditor’s guidelines. Performs other basic accounting duties such as account maintenance, recording entries and account reconciliation. 
• Orders office supplies and training supplies needed for CASA training.
• Prepares list of CHINS children for birthday gift from CASA for Kids Fund. Prepares birthday cards for CASA volunteers.
• Performs related duties as assigned.

Requirements

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

• High school diploma or GED required. Associates or Baccalaureate degree in related field preferred.
• Must be at least 21 years 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 web-based and/or social media sites and proficiency in accessing and maintaining major social networking media.
• Working knowledge of Microsoft Office Suite, and ability to learn other computer programming software used by department.
• Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare various reports and documents.
• Ability to properly operate various office equipment, including computer, calculator, 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, 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 make simple arithmetic calculations, and plan/layout assigned work projects.
• Ability to occasionally work extended and/or evening hours, and occasionally travel out of town for training and/or seminars.

II. RESPONSIBILITY:

Incumbent performs duties according to supervisor and/or a flexible, customary routine, with assignments guided by defiant objectives using a variety of methods or procedures. Decisions are always determined by specific instructions or existing, well established policies and procedures. Errors in work are primarily detected or prevented through standard bookkeeping checks and/or prior instructions from supervisor. Undetected errors could result in loss of time to correct error.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, volunteers, attorneys, families, and the public for the purpose of exchanging information.

Incumbent reports directly to Program Director.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

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 and/or evening hours, and occasionally travels out of town for training and/or seminars.