Office Administrator and Librarian, Birmingham, AL

Children’s Aid Society, a non-profit organization established in 1912, recruits for administrative/management, clerical, clinical, social service, and paraprofessional positions. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. CAS is an Equal Opportunity Employer and a drug-free workplace. Check out our benefits.
Instructions to apply:
  1. Review current openings listed.
  2. Download and fill out each of the following documents.
  3. Upload documents in specified locations on CAS Application for Employment or email to employment@childrensaid.org.

Documents:
Description

Summary: This position provides support for the general operations of the agency, requiring prioritization and management of multiple assignments. Key responsibilities are serving as receptionist, managing the front office and community space, providing support to the APAC program, maintaining agency records with confidentiality and sensitivity, and providing quality customer service.

Minimum Education: High school diploma or equivalent plus business courses or post-secondary education courses related to business. Bachelor’s degree a plus.

Minimum Work Experience: Two years in similar position.

Required Licenses/Certifications: Valid Alabama driver license and auto insurance minimum liability 100/300.

Required Skills, Knowledge, and Abilities: Excellent communication and writing skills. Proficient in all Microsoft Office and Adobe Acrobat products, to include data entry and Mail Merge. Ability to work with a team while evidencing ability to think critically; ability to plan and carry independent work when directed. Good problem-solving skills; ability to respond calmly and non-judgmentally to others, including persons in crisis. Ability to demonstrate cultural and socioeconomic proficiency. Consistently relates to others with kindness and patience.

Required Internal Certification/Trainings: Bi-annual TB skin test/medical report.

List any physical requirements: Travel, some overnight. Ability to lift 20 lbs.

Essential Functions of Position

Front desk responsibilities:

  1. Customer service is the primary job function. Responds in supportive, helpful, nonjudgmental, and encouraging demeanor with all stakeholders in mind: Board members, staff, clients, and community.
  2. Opens and closes the office each day, ensuring community spaces are clean and welcoming, and observing office safety procedures.
  3. Responds to phone calls and visitors in a warm, culturally proficient, professional, and timely manner; sends appropriate information to callers in a timely and accurate manner; refers possible clients to appropriate staff person or to another agency if necessary. Ensures that reception area is covered by a staff person or volunteer at all times.
  4. Answers doors; admits visitors; greets them in a friendly, culturally proficient, professional manner; directs them to the appropriate location.
  5. Opens mail and distributes to appropriate staff mailbox. Implements accounting office procedures for all cash and checks received by mail. Prepares outgoing mail, taking to post office as needed.
  6. Checks copier for faxes received, distributes to the appropriate staff mailbox.
  7. Troubleshoots issues with Southside office copiers and coordinates repairs when necessary.
  8. Receives requests for the Marketing Materials Box, maintains current and sufficient quantities of materials, and prepares it for outreach activities.
  9. Maintains clean, well-stocked mailrooms and equipment. Serves as the point of contact for mailroom equipment service. Proactively maintains sufficient office, cleaning, and kitchen supplies inventory. Maintains sufficient supply inventory of CAS letterhead, envelopes, notecards, and presentation folders.
  10. Ensures all community areas are clean and stocked with supplies, including all meeting rooms, front desk, reception area, upstairs & downstairs mailroom, and break areas.
  11. Maintains Conference Room calendars and coordinates meeting setup and cleanup for internal and external meetings, procures Agency Facilities Usage Agreements from groups utilizing the Southside building, assists with meetings as needed.
  12. Maintains a position manual, to include specific job responsibilities, how-to steps, frequent supplies, memberships, and passwords.
  13. Participates actively in the agency PQI process and serves on agency committees as nominated.

 

Administrative Team support responsibilities:

  1. Assists the Leadership Team in special projects as requested. Informs staff and callers of the CEO’s availability.
  2. Assists Director of Human Resources with administrative tasks to include ordering new and current employee personalized materials, and maintaining current employee lists on the CAS Share and emergency notification systems.
  3. Coordinates the scanning of non-ETO related agency records and files for electronic storage.
  4. Provides IT support, assistance, and training when able or directs staff to the appropriate resource.
  5. Performs miscellaneous work for staff to include but not limited to copying, typing, helping with mass mailings, and making needed purchases at Sam’s, Walmart, etc.

 

Librarian responsibilities:

  1. Maintains the APAC statewide lending resource library, including entering new materials into the library software system (Destiny Cloud); collaborates with Follett to keep the library software current; check resources in and out; follows up on delinquent resources; documents services in ETO within agency guidelines; completes annual inventory of resources; reviews resources to ensure they are current, remove from inventory any outdated resources; collaborate with APAC clinical staff on purchasing new resources for the library to send orders to the APAC Administrative Coordinator for purchases (2 to 4 times annually to stay within budget parameters).
  2. Provides guidance and training to the Office Clerks to support library services and client demand; coordinates front desk and library coverage.
  3. Attends agency staff meetings as needed.
  4. Participates actively in the agency PQI process and serves on agency committees as nominated.
  5. Communicates regularly with APAC Supervisor; submits weekly schedule on Outlook calendar; provides plans and progress to supervisor; prepares other reports and paperwork in a timely manner. Completes weekly timesheet in NetSuite within agency guidelines.