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Part-Time Office Manager

Posted Date: 1/16/2013
End Date: 4/16/2013
Organization: CASA of Rochester/Monroe County, Inc.
Contact Name: LaShunda Leslie-Smith
Phone: 585-428-5297
Email: lashunda@casarochester.org
Web Site: www.casarochester.org
Address: Family Court of Monroe County Hall of Justice Room 332
City, State: Rochester,  NY  14614
General Description:
Position is responsible for the day-to-day operations of the CASA of Rochester/ Monroe County office and serves as assistant to the Executive Director.

Characteristics Necessary:
Strong computer, organizational, and communication skills. The ability to multitask in a shared work environment. Because of the nature of our work, the Office Manager will be required to take an oath of confidentiality.

General Office Responsibilities:
Maintains office services by organizing office operations and procedures. preparing payroll. controlling correspondence. designing filing systems. reviewing and approving supply requisitions. assigning and monitoring clerical functions.

Organizes and maintains file system, file cabinets and files, correspondence and other records. Inventory and order office supplies as needed.

Manage all vendor relationships, including selection of vendors and interfacing with vendors when services/repairs are required.

Provide all bookkeeping functions, including bill payment and bank deposits.

Work closely with Volunteer Accountant to reconcile accounts and prepare financial documentation

Keeps management informed by reviewing and analyzing special reports. summarizing information. identifying trends.

Manage all Board documentation including Board orientation.

Manage and maintain all office equipment, security, and other related facility functions.

Serves as the IT point of contact and accountable for the IT portion of new office setups, office expansions, etc. This includes relocation and/or installation of voice/data communications solutions, LAN and PC equipment.

Responsible for monitoring data backups in offices to ensure that they are completed on a regular basis.

Train CASA staff and volunteers on building, security and office procedures.

Liaison with Monroe County Family Court on issues regarding building, tenant, security, and maintenance.

Maintains professional and technical knowledge by attending educational workshops. reviewing professional publications. establishing personal networks. participating in professional societies.

Respond to incoming calls, taking messages and forwarding the information to the appropriate staff member or volunteer.

Maintain high level of confidentiality with respect to client and family information.

Skills, Knowledge, and Abilities:
Outstanding computer skills and proficiency with QuickBooks, DonorPerfect, and Microsoft Office Suite, including basic IT network systems. excellent familiarity with office equipment functions. Strong attention to detail and a high degree of accuracy. Outstanding organizational skills and ability to work on multiple projects simultaneously. Excellent interpersonal, written and verbal skills. sound business judgment. Experience with QuickBooks or comparable accounting software a plus. Knowledge of child welfare and family court systems, and related health and human service agencies, a plus.

Education and Experience:
Bachelors degree in related field with minimum two years experience. or Associates degree and minimum five years related experience. or equivalent experience.

Agency Expectations of All Employees:

Adhere to agency Policies and Procedures including the dress code

Perform duties as workload requires

Maintain a positive and respectful attitude

Communicate regularly with supervisor about workplace issues verbally and in written form

Demonstrate flexible and efficient time management and ability to prioritize workload

Consistently report to work on time prepared to perform duties of position

Strive for harmony and teamwork within and outside of the agency

Communicate verbally and non-verbally clearly, concisely and with enthusiasm in one-on-one and group interactions

General housekeeping: maintain a clean and efficient work area free of debris and clutter

Organizational Structure: Position reports to the Executive Director.

This job description in no way implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

The US Department of Justice has supported CASA advocacy since 1985 through its Office of Juvenile Justice and Delinquency Prevention.
This Web site is funded in part through a grant from the Office of Juvenile Justice and Deliquency Prevention, Office of Justice Programs, US Department of Justice. Neither the US Department of Justice nor any of its components operate, control, are responsible for, or necessarily endorse, this Web site (including, without limitation, its content, technical infrastructure, and policies, and any services or tools provided).