Administrative Assistant (CASA)

Indiana; Indiana; On-site; USD 21,000 - 30,000; Part time

Job summary

Delaware County CASA is seeking a meticulous Administrative Assistant to join our part-time team and assist the CASA Director in daily operations. The role supports volunteers, staff, and court-related processes, handling records, filing, mail, and communications with county agencies.

The successful candidate will have a high school diploma or GED, strong clerical skills, and the ability to work independently as well as with a team, maintaining confidentiality and accuracy in all duties.

Qualifications

• High school diploma or GED; college degree preferred.
• Minimum two years of clerical experience.
• Ability to pass drug test, FBI fingerprinting, and CPS background check.
• Valid driver’s license and safe driving record.

Responsibilities

• Perform administrative duties including requesting and managing CASA records, filing, and distributing mail.
• Supervise and interview interns; orient new staff and delegate tasks.
• Communicate personnel programs for interns and update responsibilities.
• Assist in managing court hearing information and closing cases when needed.
• Update and review records to ensure accuracy and reliability.
• Answer phones and assist office visitors; direct inquiries to staff.

Skills

Communication skills

Customer service

Organizational skills

Multitasking

Teamwork

Education

High school diploma or GED

College degree preferred

Tools

MS Word

Excel

PowerPoint

Outlook

Job description

Administrative Assistant

Position Details

• Department: CASA
• Work Schedule: As Assigned
• Reports To: CASA Director
• Status: Part-time

Position Summary

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skills, and abilities required. Delaware County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would present an undue hardship.

The Administrative Assistant serves as a part-time employee for Delaware County CASA and is responsible for assisting the CASA Director in daily operations, supporting volunteer supervisors, and assisting other staff members as needed.

Essential Duties and Responsibilities

• Perform administrative duties, including requesting and managing CASA records, coordinating electronic filing of documents, preparing court orders, reviewing documents, summarizing cases, and distributing mail.
• Supervise and interview intern candidates, orient new staff, plan and delegate work assignments, establish goals, train, motivate, and evaluate intern performance, and communicate organizational developments to supervisors and assigned staff.
• Communicate and administer personnel programs and procedures for interns and determine significant changes in responsibilities and major tasks.
• Assist in managing court hearing information, including notes and upcoming hearing dates, and close cases when court jurisdiction is terminated.
• Conduct data reviews and update records to ensure the database remains accurate, current, and reliable.
• Answer telephones and assist office visitors by responding to inquiries, providing information, and directing individuals to the appropriate staff member or department.
• Support volunteers as requested.
• Assist court staff with interfacing all children in the database.
• Perform cross-trained departmental duties to maintain operational efficiency.
• Perform related duties as assigned.

Job Requirements and Difficulty of Work

• High school diploma or HSE required; college degree preferred, or a minimum of two (2) years of clerical experience.
• Must be at least 21 years of age.
• Ability to meet all department hiring requirements, including successful completion of a drug test, FBI fingerprinting, and CPS background check.
• Possession of, or ability to obtain and maintain, Court Appointed Special Advocate (CASA) certification.
• Working knowledge of court practices and procedures, Indiana statutes, legal terminology, case tracking systems, and standard legal documents and forms.
• Working knowledge of office procedures and technology, including word processing, spreadsheets, presentations, email, internet applications, and department-specific software.
• Working knowledge of English grammar, spelling, and punctuation, with the ability to prepare detailed reports.
• Ability to operate standard office equipment, including computers, fax machines, copiers, and telephones.
• Ability to communicate effectively, both orally and in writing, with coworkers, county departments, attorneys, businesses, medical providers, schools, courts, the Department of Child Services (DCS), law enforcement agencies, and the public.
• Ability to handle confidential information in accordance with applicable laws and regulations.
• Ability to comply with all employer and department policies, including attendance, safety, drug-free workplace, and personal conduct requirements.
• Ability to provide courteous and professional customer service, including interactions with occasionally upset or hostile individuals.
• Ability to understand, retain, and carry out oral and written instructions and present findings in oral and written formats.
• Ability to work independently with minimal supervision as well as collaboratively within a team environment.
• Ability to manage multiple tasks simultaneously and work efficiently under time constraints.
• Ability to plan and organize work projects and apply knowledge of people, locations, and processes.
• Ability to prepare and deliver presentations, develop news releases and articles, and communicate with news media.
• Ability to compare, compile, analyze, and evaluate data and make appropriate determinations based on findings.
• Ability to be cross-trained in departmental duties, including filing, posting, copying data, and mailing materials.
• Ability to occasionally work extended and/or evening hours.
• Possession of a valid driver’s license and a demonstrated safe driving record.

Responsibility

The incumbent performs assignments under broad policies and general objectives. On rare occasions, decisions may be made without specific policies, procedures, or direct guidance from the supervisor. Errors are generally detected through standard review processes. Undetected errors may result in inconvenience to other agencies or the public.

Personal Work Relationships

The incumbent maintains frequent contact with coworkers, county departments, attorneys, businesses, medical providers, schools, courts from other counties, the Department of Child Services (DCS), law enforcement agencies, and the public for the purpose of exchanging information and providing services.

The incumbent reports directly to the CASA Director.

Physical Effort and Work Environment

The incumbent performs duties in a standard office environment. Essential functions may include sitting, standing, and walking for extended periods; lifting and carrying objects weighing less than 25 pounds; bending, reaching, keyboarding, driving, manipulating objects, hearing sounds, and speaking clearly.

The incumbent may occasionally be required to work extended and/or evening hours.