Job Openings

CASA is committed to equal opportunity employment and does not discriminate against employees or applicants because of age, race, color, creed, ethnicity, national origin, religion, gender, sexual orientation, gender expression, disability, genetic information, veteran or marital status, or any other basis prohibited by law.

Position Title/Status: Executive Assistant

Full-Time; 40 hours per week; Non-exempt

Monday through Friday (8:00am – 5:00pm), with monthly exceptions as stated in Section VIII below

Reporting Relationship:

Reports to Office Manager & HR Specialist

Summary of Responsibilities:

Responsible for answering and routing incoming calls, greeting guests, maintaining office equipment and facilities with contractors, inventory and ordering office and kitchen supplies, and performing clerical functions.  Assists Executive Director, Program Director, and Fund Development Director in a variety of tasks, including but not limited to Board of Director administration and relations, coordination of the Level 1 Parenting Class, background check support, and Fund Development functions regarding event planning, fundraising and donor relationships.  Supports the Office Manager & HR Specialist, Executive Director, and other employees as required.  This position requires a professional demeanor and involves use of diplomacy and people skills to interact with various parties such as Board, staff, volunteers, clientele, lawyers, community agencies, and others.  Any other duties as assigned by the Executive Director, Office Manager & HR Specialist, Program Director, and Fund Development Director.

Qualifications:

    1. High school graduate or equivalent required;
    2. 5+ years administrative assistant experience preferable;
    3. Experience using and troubleshooting office equipment
    4. Computer skills required (type 55-60 wpm, proficient in MS Word, Excel, PowerPoint and Data Entry);
    5. Customer service skills required;
    6. Organizational skills required;
    7. Excellent written and verbal communication skills required;
    8. Excellent problem-solving abilities;
    9. Ability to maintain a high degree of confidentiality; and
    10. Ability to multi-task in a fast-paced environment

Competencies:

  1. Professional presentation of self and representation of CASA;
  2. Thorough knowledge of CASA programs, partners, mission, history, principles, and values;
  3. Good people skills in person and by phone;
  4. Flexibility;
  5. Ability to be objective and empathetic; and
  6. Experience working in inclusive and diverse environments.
  7. General Performance Standards:

Although each employee is expected to meet the requirements of their job description, employees of CASA are also expected to maintain high standards of productivity, cooperation, attendance, efficiency, and economy in their work.  Work habits, behavior, attendance, performance results, productivity, policy adherence, or any other relevant factors of an employee must be maintained at appropriate standards.  All employees are responsible for promoting CASA in the community when appropriate to increase awareness, recruit volunteers, and gain additional financial support. All CASA employees must complete 12 hours of continuing education annually per National CASA Standards.

Physical Requirements And Frequency:

  1. Requires the use of office equipment, such as computer terminals, telephones, copiers, multi-line phone system, etc.
  2. Requires corrected vision/hearing to normal range.
  3. Requires eye-hand coordination and manual dexterity.
  4. Requires prolonged standing and/or sitting.
  5. Requires some lifting and moving of materials.

Critical Times Of Pressure:

  1. Completion of projects in a timely manner.
  2. Schedule adjustment to 7:00am start time on the first Tuesday of the month for the Board Meeting
  3. Schedule adjustment to 5:45pm end time on the second Wednesday of the month for the Level 1 Parenting Class
  4. Essential Job Functions:

Responsible for Executive Assistant functions to include, but not limited to, the following:

General Board Administration:

    1. Weekly meeting with Executive Director to review meeting notes and prepare and finalize agendas and materials before distribution prior to all meetings.
    2. Prepare meeting packet and distribute via email and hard copies for: Board of Directors, Finance Committee, Executive Committee, Board Governance Committee, Advisory Council and Ad Hoc meetings.
    3. Assist in other meeting planning that may include reserving room, off-site space, getting speakers or facilitators, arranging for food and AV equipment.
    4. Attend and assist with monthly Board of Directors meeting (7:00am start time).
    5. Recording, typing and distribution of minutes for Board of Directors.
    6. Maintain and update Board lists and files.

Directly assists the Executive Director to include, but not limited to, the following:

    1. Keeping the Executive Director advised of any pertinent information.
    2. Prepares general correspondence, merge letters, presentations, memos, reports, agendas, minutes, and forms.
    3. Schedules meetings for Executive Director to include Zoom meetings.
    4. Maintains Executive Director’s electronic calendar.
    5. Update and maintain M365 groups in Outlook.
    6. Complete registration for conference and seminars and prepares itinerary.
    7. Coordinates Executive Director led meetings to include site, invitations, agenda, food, and minute taking.

Responsible for supporting the Program Director in the following functions to include, but not limited to:

    1. Coordinating the Level 1 Parenting Class:
      1. Collecting cash payments and providing receipts as needed, and processing payments according to the Fiscal Financial Management & Internal Control Policy.
      2. Answering all inquiries regarding the Level 1 Parenting Program, via phone or email.
      3. Reviewing and approving waiver requests from clients in partnership with the Program Director as needed.
      4. Processing waivers monthly to assist Program Director in tracking client participation numbers.
      5. Assisting Program Director with requests for interpreters as needed.
      6. Monitoring online Level 1 Parenting Class and troubleshooting client problems with IT provider.
      7. Assisting with check in process at in person class one evening per month.
      8. Assisting Program Director with additional class and client needs as requested.
    2. Supporting background check process:
      1. Completing sex offender registry searches for all initial and repeat background checks
      2. Tracking and updating driver’s license and auto insurance information in approving and maintaining transportation permission for volunteers
      3. Sending out requests and reviewing annual Motor Vehicle Records Checks through the Sterling Volunteers platform for initial and ongoing transportation permission
    3. Assisting with administrative tasks:
      1. Scanning all Exit Interview forms in Optima database
      2. Compiling data as needed for report and project support

Assist in coordinating the following Fund Development functions:

  1. Donor stewardship to include handwritten notes, emails, and phone calls.
  2. Events including Light of Hope Teller, Light of Hope North, Light of Hope, Night of Hope, and Start with Ones, as needed for extra support for the Fund Development team.
  3. Business Partnerships including stewardship, check ins, updates.
  4. CASA Generations Planned Giving work as required.

Salary Range – $41,351 – $54,040

CASA is an EOE/Drug Free workplace

To apply for this position, please send your resume and cover letter to deer@casappr.org. The posting closes on Friday, May 30, 2025, at 5 pm.