Operations Administrative Assistant - Fiscal and Business Operations

Organizational Mission

CASA of Fresno & Madera Counties provides advocacy and hope for children in the foster care and juvenile justice systems by providing effective support, empowering resources, and trained, consistent, caring court appointed volunteer Advocates who ensure high-quality care today and healthier outcomes for each child’s future.

Position Goals

The Administrative Assistant for Operations provides timely, effective, and relevant administrative support to the Finance and Operations Director and Operations team while managing the CASA Front Office. This position represents the values, warmth and professionalism of CASA as they are often the person representing CASA to fellow teammates, visitors and volunteers who walk into our office. This position is responsible for the professional and efficient management of telephone calls, visitors, and the reception area; as well as providing clerical and administrative support to the operations team, including finance, human resources, office management and organization, donations, events, and volunteer management. This position may also be asked to support the Executive Director and with projects as able and needed.

Key Responsibilities

• Serve as the Front Desk Administrative Assistant. Front desk duties include promptly, accurately, and professionally answering phones, providing information, routing callers to the appropriate staff member and greeting the public in an appropriate and professional manner.
• Welcome all staff and visitors to CASA, including tracking staff movements in and out of organization, ensuring the office is secure, and directing all volunteers and visitors to the appropriate staff member or conference room.
• Ensure the front desk is staffed 100% of the time during office hours, assigning back-up support when away from the desk or on a work-from-home day. Coordinate with CASA’s IT and security providers when issues arise in the office.
• Support the Operations team, including Finance, Human Resources, Information Technology, events and marketing, and volunteer management with general administrative/clerical support including document preparation, data entry, filing and document management, office supply tracking, ordering and maintenance, and faxing/copying. Data entry could include entering confidential donor information into the organization’s donor software and communicating gift updates to the appropriate staff.
• Assist the Finance and Operations Director in all areas of facilities management and ensure reception and common areas are clean, organized, maintained, and professional, including the front lobby, conference rooms, lactation room, copy room, and break room.
• Support the Finance and Operations team with providing timely and professional communication with the public, including engaging in phone calls, processing mail and emails, sending thank you notes, and preparing other written correspondence and products for the public.
• Assist with special projects, such as taking notes at meetings, developing and tracking tasks and timelines for public events, the fundraising campaigns, or grant management
• Support the Finance and Operations Director as needed with preparations for Board of Directors meetings, including scheduling, preparing and distributing materials, room setup and refreshments.
• Other duties as assigned.

Desired Minimum Qualifications

To successfully perform the essential functions of this position, applicants must have the following:

• High school diploma or equivalent required. Associate degree, certificate, or coursework in business administration, office administration, or a related field preferred. At least one year of experience providing administrative or clerical support, including internships, volunteer experience, or part-time employment.
• Knowledge and ability to use modern office equipment including a personal computer, copy machines, and various software packages.
• Ability to type at least 40 words per minute.
• Ability to organize, set priorities, take initiative, and exercise sound independent judgment within areas of responsibility.
• Strong in oral and written communication techniques, taking and organizing meeting notes, and document management.
• Ability to carry out assigned duties and responsibilities in an ethical, enthusiastic and timely manner while following the organization's policies.
• Experience with project management and/or event management a plus.
• Possession of a valid California Driver’s License.
• Ability to successfully pass a formal background check

Physical Demands

The duties of this position are performed in a controlled office environment and rarely require strenuous activity.

While performing the duties of this job, employees are regularly required to: walk; climb stairs; talk or hear, both in person and by telephone; use hands to operate standard office equipment; reach with hands and arms; and lift up to 20 pounds. There may be …