Administrative Coordinator

REPORTS TO: Director of Administration

SUPERVISION EXERCISED: None

JOB TYPE: Full-time, Non-exempt

RATE OF PAY: $19.70-$22.59/hour

APPLICATION INSTRUCTIONS: Please include a cover letter that helps us understand your motivation, values, and readiness for this position. No phone calls or emails, please.

Jackson County CASA (Court Appointed Special Advocates) is a 501(c)(3) nonprofit organization that mobilizes community volunteers to advocate for children who have experienced abuse and/or neglect and are under the jurisdiction of the Jackson County Family Court. Our clients face multiple risks, including permanent separation from their birth families due to factors such as substance use disorders, untreated mental health, and intimate partner violence. These challenges are often rooted in poverty, community violence, and intergenerational trauma.

To mitigate these risks, CASA Volunteer Advocates and staff engage in fact-finding and relationship-building with child clients to assess their needs and make informed recommendations to the court. Collaboration with children and their families is a core value of our work and is essential to achieving effective advocacy and just outcomes within a complex child welfare system.

Our model is simple: each child is assigned a rigorously screened and extensively trained Volunteer Advocate or Case Specialist and Staff Attorney who work together to represent the child's best interests. This team is supported by staff social workers and child welfare experts, providing individualized advocacy grounded in evidence-based practices. Together, they help ensure the best possible outcomes for children and increase the likelihood of safe family reunification.

OUR VALUES

Connection: We believe that every person deserves meaningful relationships with supportive and loving adults, family, and community and preservation of their cultural heritage, traditions, and identity.

Respect: We value people of all backgrounds and identities and believe that every person deserves to be honored, included, and heard.

Collaboration: We recognize that effective progress and problem-solving require diverse voices, ideas, and perspectives.

Integrity: We honor our commitments to our children and the Court with transparency, honesty, and fairness.

Responsibility: We maximize our resources and support through accountability to our children, stakeholders, and community.

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

The Administrative Coordinator ensures smooth day-to-day operations of the agency by delivering exceptional front- office reception, assisting with donation management, and offering support to the agency's programs and events. This position requires an individual who is highly organized and enthusiastic about greeting and directing guests, providing administrative support, and contributing to a positive and efficient work environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Front Office Reception & Customer Service

• Serve as the first point of contact for all agency guests by greeting and directing or escorting them to the appropriate location. Manage guest sign-in and sign-out
• Answer the main phone line and screen and direct phone calls. Take and deliver messages when
• Receive mail and packages and distribute items
• Operate office machines, including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment. Train staff members on the use of office equipment and provide them on- going

• Manage the receipt of all agency donations received via mail and email. Record donations in donor database Salesforce.
• Create and send donor thank you
• Complete weekly donation deposit reconciliation by cross-referencing Salesforce records with donor information. Provide detailed deposit reports to the President & CEO, Director of Finance, and Fund Development

• Support staff in managing incoming case-related mail and email, ensuring all communications are directed to the appropriate staff
• Assist with various program tasks, including data entry, opening and closing case files, creating appointment letters and business cards for
• Provide administrative support for various organizational meetings and events, including volunteer training, Board of Director meetings, staff meetings, and fundraising

• Perform data entry, as needed, ensuring all information is accurately recorded in systems and databases used by the

• Monitor the maintenance of office equipment. Coordinate with the IT support team, phone service, and AV providers to ensure all technology and communication systems function
• Take primary responsibility for the CASA house and grounds, ensuring the physical space is maintained in a manner conducive to the work of the organization and the needs of visitors and
• Oversee the scheduling of various facility maintenance
• Inventory and oversee the purchasing of office

• Will complete a minimum of 12 hours of annual continuing education
• Embrace a culture of continued development by participating in an annual performance review with the Director of Administrative Services and documents one's own milestones and achievements, as well as opportunities for growth.

• Must complete CASA Pre-Service Training within three months of start
• Perform other related duties as requested by the President and CEO or agency

• High school diploma or equivalent
• 2+ years of administrative work in an office setting and customer service experience
• Strong written and interpersonal communication
• Proficient in Microsoft Office programs and comfort working with computers and
• Ability to handle sensitive and confidential

• Highly organized, with great attention to
• Promotes the dignity and well-being of all clients, staff, and
• Ability to work with minimal
• Must be able to demonstrate
• Commitment to Jackson County CASA's mission and

• Must submit to and pass a criminal and child abuse and neglect background
• Must have flexibility to work some nights and

• Prolonged periods of both standing, walking, and sitting at a desk and working on a computer will be required. Will be required to use hands and fingers Will climb and descend stairs, grasp, handle, feel, and operate objects, tools, and controls. Will be required to bend, kneel, and crouch; speak, hear, and read both in quiet, loud, private and public settings, both large and small. In-office and out-of-office public contact with people. Vision abilities include close and distant vision, and the ability to adjust focus.
• Must be able to lift and move up to 25
• The noise level of the office environment is often low to moderate. Position is subject to the usual office interruptions associated with providing service and performing multiple duties in an office
• In-person contact with people inside and outside the office environment will be
• Proper grooming and hygiene are required. Attire for this position is generally business casual but there may be times that attire is professional, as determined by the
• Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential duties and