Youth Team Administrative Assistant

*Job Description and Complete list of benefits* *Position Summary:* The Youth Team Administrative Assistant at Chaves County CASA, is a full-time administrative position responsible for high-level support to all Chaves County CASA Programs, the CEO, Board of Directors and Executive Leadership Team.
TheYouth Team Administrative Assistant is expected to maintain a professional level of ethics and confidentiality at all times.
*Essential Functions and Responsibilities: *_NOTE: CASA may unilaterally change the requirements of this job description at any time.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
These include, but are not limited to, the following:_ *Duties and Responsibilities: *_The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
_ * Type reports, memos, letters and other documents using word relevant computer software.
* Answer phone calls and direct calls to appropriate parties or take messages.
* Perform general office duties such as ordering supplies, retrieving files, taking inventory, scanning documents and making copies.
* Open, sort and distribute incoming correspondence.
* Oversee the Printing, labeling and mailing of honor and memory cards, thank you notes and annual stewardship mailings.
* Provides support, consultation, direction to visitors.
* Ensures that proper data collection and reporting are completed in a thorough and timely manner.
* Supports annual fundraising events including helping set-up, work event and clean-up post event.
* Completes office opening and/or closing procedures as needed, including attending to the turning lights on/off, unlocking/locking doors and computer.
* Greets all CASA visitors and is prepared to handle de-escalation if necessary * Provides a trauma informed space.
* Maintains a clean work environment including Friday sweeping and mopping of floors, kitchen cleaning, wiping down desks and cleaning the waiting area.
*Qualifications: *_The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
_ *Education* High School Diploma/GED Required.
Associates Degree in psychology, social work, counseling or related field or experience in the field of child advocacy preferred.
*Licenses* Must possess a valid New Mexico ID and have transportation to/from work.
Proof of current vehicle insurance is required for any staff providing transportation to clients.
*Experience* At least two years’ experience working in a high-paced, multi-disciplinary office setting.
*Training* Must complete the Court Appointed Special Advocate Training.
Must complete de-escalation and trauma informed training.
Must complete sexual abuse awarenss training.
*Computer and Equipment Skills*: Intermediate to advanced software skills to include Microsoft Office or similar software and Internet and Email programs such as Outlook or similar program.
Must learn to use current electronic records software.
Ability to use office equipment such as computers, phones, photocopiers, filing cabinets and fax/scan machines *Language Skills* - Ability to communicate in English is essential.
Spanish communication is desired, but not required.
Ability to comprehend the English language sufficiently to communicate complicated ideas and positions, prepare written correspondence and documentation, and inform a wide array of individuals about CASA Program policies and procedures.
Must demonstrate ability to use Word Processing, Spreadsheet and Email software.
Must learn to use current electronic records software.
Excellent oral and written communications skills.
*Problem Solving* - Identifies and resolves problems in a timely manner.
Gathers and analyzes information skillfully, develops alternative solutions, works well in group problem solving situations.
Excellent crisis intervention skills.
Notifies the Department Director of problems and proposed solutions.
*Customer Service* - Manages difficult or emotional client situations; Responds promptly to client needs.
Meets commitments.
*Support of Diversity* – Treats all people with respect, values diverse perspectives, and provides a supportive work environment for multicultural staff.
Shows sensitivity to individual differences, treats others fairly without regard to race, sex, color, religion, mental or physical ability, health status, nation of origin, gender identity or expression or sexual orientation.
*Trauma Informed* – Dedicated to a holistic, person-centered response to the impact of trauma, emphasizing physical, psychological, and emotional safety for both team members and survivors; creating opportunities for survivors to rebuild a sense of control and empowerment.
*Servant Leadership* – Inspires and motivates others to perform well.
Places the best interest of CASA and the children served in the forefront of decision making.
Encourages and participates in open, honest and respectful dialogue.
Creates a collaborative environment of trust, respect and responsibility.
*Position Type and Quality of Work*: Maintains high standards despite pressing deadlines.
Able to manage multiple projects.
Uses goals to guide actions, organizes and schedules people and tasks effectively.
Completes work in a timely, consistent manner, works hours necessary to complete work and is regularly present and punctual.
*Typical physical demands: *_The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
_ Must be able to remain in a stationary position 50% of the time.
The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
The Youth Team Administrative Assistant will constantly operate a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
The person in this position frequently communicates with visitors and must be able to exchange accurate information in these situations.
Must be able to recognize and observe visitors and staff.
Occasionally moves boxes, decorations or equipment weighing up to 50 pounds for various staff support and event needs.
*Typical mental demands* Must be able to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Must be able to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to learn and perform all essential job functions accurately and safely with minimum direct supervision two months after the employee begins work.
No direct supervision should be required at the end of six months’ probation period.
Must be able to develop extensive knowledge of the Chaves County CASA’s mission, purpose, departments, goals, operations, and the role of the Youth Team Administrative Assistant in achieving this mission.
Must be able to observe safety and security procedures, and reports potentially unsafe conditions to the HR Manager/Department Director Must ensure work responsibilities are covered when absent; Must arrive at meetings and appointments on time.
Must be able to adapt to changes in the work environment; Must be able to manage competing demands; Must be able to deal with frequent change, delays, or unexpected events.
Must be able to use reason even when dealing with emotional topics.
Must be able to balance team and individual responsibilities; must be able to exhibit objectivity and openness to others' views; Must be able to contribute to building a positive team spirit; Must be able to build morale and group commitments to goals and objectives; Must be able to support everyone's efforts to succeed.
*Working Conditions: *_The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
_ Ability to work varied types of shifts, day and night, in performing essential job tasks for periods up to ten hours in a single shift with periodic breaks.
*Supervisory Responsibilities:* * None Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
*Your Going to Love Working Here!* We are committed to providing our employees with the support, resources, and benefits they need to thrive both personally and professionally.
If you share our passion for making a difference in the lives of others and want to join a supportive and collaborative team, we encourage you to apply for this exciting opportunity.
● Family First Work Environment: Our organization recognizes the importance of family and work-life balance.
We prioritize creating a supportive and flexible work environment that allows our employees to put their families first.
● Paid Time Off: We offer a generous paid time off package (sick, vacation, family) to ensure that our employees have the time they need to rest, recharge, and spend time with their loved ones.
● Flexible Schedule: Our organization provides flexible work schedules to accommodate the unique needs of our employees.
● 403B Retirement Program: We offer a retirement program to help our employees save for their future.
● Life Insurance up to 125,000: We provide life insurance coverage to help our employees protect their loved ones.
● Short Term/Long Term Disability: We offer short-term and long-term disability coverage to support our employees in the event of an illness or injury.
● Medical Insurance Group Coverage (50/50): We offer medical insurance group coverage, with our organization contributing 50% of the premium.
● Paid Trainings: We provide regular paid training to ensure that our employees have the skills and knowledge they need to succeed in their roles.
● QSEHRA Medical Reimbursement: Our organization offers a medical reimbursement program to help our employees with their healthcare expenses.
● Christmas-New Year Paid Time Off: We provide paid time off during the holiday season to allow our employees to spend quality time with their families and loved ones.
● Paid Holidays: We offer paid holidays to our employees to celebrate important national holidays.
● Phone Allowance for On-Call: We provide a phone allowance for our employees who are required to be on-call outside of regular work hours.
● Personalized Office: Our office environment is tailored to meet the unique needs of our employees, including ergonomic workstations, natural lighting, and a comfortable and inviting atmosphere.
● Trauma-Informed Work Environment: We prioritize creating a safe and supportive work environment for our employees.
We provide regular training and resources to ensure that our employees are equipped with the tools and knowledge they need to support themselves and their colleagues.
● Fantastic Peer Support: We believe that peer support is essential to maintaining a healthy and happy work environment.
We provide regular opportunities for our employees to connect with each other, share their experiences, and provide support and guidance to their colleagues.
● Daily Update and encouraging emails from our amazing and visionary CEO.
● Some positions do have a relocation allowance Job Type: Full-time Pay: From $15.
00 per hour Expected hours: 36 – 40 per week Benefits: * 401(k) * 401(k) matching * Employee assistance program * Health insurance * Life insurance * Paid time off * Parental leave * Professional development assistance Schedule: * Monday to Friday Work Location: In person