Administrative Assistant/Data Entry

Essential Duties and Responsibilities

Mediation Services

• Inputs cases received and mediator hours in the case management software, Madtrac-2007.
• Keeps notes about the activities of the case updated at all times. Enters mediation fees, payments and generates invoices.
• Greets guests that arrive.
• Answers main telephone line and forwards calls as appropriate.
• Makes coffee and hot water for tea and sets it up with cold water and snacks in the lobby just prior to the mediation session.
• Reports to referral sources the disposition of each case referred, using the Mediation Status Report.
• Inputs Post Mediation Questionnaires in Survey Monkey and advises Executive Director of any concerns.
• Reports any issues or problems that may arise to the Executive Director.
• Attends professional development seminars to stay current in the field. Seminars may include, but are not limited to the following: continuing education seminars held at OMC that relate to the duties of the job, SCAO’s annual Intake Roundtable, and Madtrac New and Update Training.
• Various administrative tasks as needed.

Volunteer Services

• Inputs, tracks and updates case and volunteer contact information and mediation hours using case management software, MADTrac-2007.
• Prepares for Continuing Education Unit workshops and presentations, setting the room and cleaning up after as needed with the Education Coordinator.
• Organizes and updates volunteer files to ensure proper paperwork is kept i.e. Volunteer Service Agreements, training certificates, registration materials, time sheets, etc.
• Responds to requests for volunteer related information i.e. time sheets, continuing education seminars and specialty mediation training.
• Works with Director of ADR Services to ensure mediators are compliant with service requirements on a monthly basis.
• Prepares appreciation in various forms for volunteer events and distribution of awards.
• Coordinates annual Board Social.