Front Office Program Assistant

Agency Description:CASA for Children (CASA) is the largest organization of its kind in the State of Oregon. We support nearly 490 volunteer court-appointed special advocates (CASAs) who serve and advocate for the best interests of abused, neglected and abandoned children under the protection of the Juvenile Dependency Court. This year nearly 1,100 children will benefit from their tireless and tenacious work.CASA is deeply committed to advancing diversity, equity and inclusion at every level. We seek applicants who share that passion, who have lived and/or professional experience advancing equity, and who will help us as a dominant culture organization continue to learn and grow. Locations: Multnomah County (this position is located here in Main office)Donald E. Long Juvenile Justice Center, 1401 NE 68th Portland Oregon 97213Washington County230 NE 2nd Avenue, Suite I, Hillsboro, Oregon 97124Columbia County2514 Sykes Road, St. Helens, Oregon 97051Job Type:Full-Time, Non-ExemptHours:Monday-Friday, 8:30-5pmReports to:Front Office Executive LeadCompensation:Commensurate with experience. Compensation is $16/hour. Includes a competitive benefits package with medical, dental, retirement, disability and generous Paid Time Off and holiday schedule.Job Summary Description:This position provides primary Program assistance and general administrative support to volunteers and staff in Multnomah, Washington & Columbia Counties from our office in NE Portland.  As one of the first “faces of CASA” this position interacts with judges, volunteers, donors, board members, community partners and staff.Responsibilities include:Front Office:Handle phones for volunteers, staff and community partnersGreet, direct, and assist all office visitors in a courteous, helpful, and professional manner, assist volunteers with copying and scanning as needed Assist with scheduling of Conference room for volunteers, staff and community partnersEnsure office machines are fully stocked and provide assistance including troubleshooting issues and interfacing with tech supportProgram Support:Manage e-court system including but not limited to:     – Creating court dockets      – Creating volunteer appointment/assignment/termination processes including entry of appropriate information into the program database     – Retrieval of documents from the court system after hearings and distributing to volunteers and supervisorsAssist with processing discovery via front office inbox  (paper and electronic)Support and manage volunteer processes:    – Volunteer driving program – process DMV driving checks, create/maintain volunteer files for tracking.Monthly volunteer recognition – retrieve mailing data from the program database, prepare cards for mailing, and distribute to appropriate Supervisors for signature.Ensure that packets are prepared for CASA volunteers in advance of graduation.Other duties as assigned. Admin SupportAssist with deposits and the collating and mailing of payables as needed.Assist with entries to the office calendar including staff-wide meetings, trainings, etc.Organize all necessary items for monthly staff meetings, take meeting minutes and manage distribution to staff.Manage monthly office supplies order through multiple vendors.Orient new staff members on front office role and support for program.Knowledge/SkillsExcellent interpersonal, communication and computer skillsProficiency with Microsoft Office Suite, Google Mail and Google docs, familiarity and/or ability to work with other computer applications and databasesExperience with multi-line phone systemAbility to work independentlyAbility to work with many different people/communication stylesWillingness to participate as a team memberExperience with all types of office equipment including postage machines, copiers, fax machines, and scannersDetail oriented and ability to manage multiple tasks simultaneouslyAbility to evaluate individual’s needs and appropriately assist themAbility to appropriately handle confidential material/informationFamiliarity with other child welfare programs and the juvenile court system beneficial but not requiredEducation and Work Experience:College degree preferredMinimum 2 years working experience with similar job dutiesOther Requirements:Criminal justice and DHS background check required prior to commencing employment. Proof of U.S. residency required.Valid driver’s license, reliable automobile transportation and adequate insuranceRequired to complete CASA for Children’s “Knowing Who You Are” training in the earliest available class.Application Procedure: Email resume, cover letter indicating where you heard about the job to:  jobs@casahelpskids.org  Re: Front Office Program AssistantDeadline to apply:  5 pm, May 13, 2019.  Applicants are encouraged to apply early for the highest consideration, resumes will be reviewed as they are received.  NO PHONE CALLS PLEASE