Office Manager/Administrative Assistant
CASSY - Palo Alto, CA

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CASSY ( is a rapidly growing nonprofit whose mission is to make supporting students’ social and emotional well-being the norm in our local schools. We want to provide all students with the continuity of mental health support they need, from the first day of kindergarten until they graduate from high school, to be successful in school and in life. We have a team of 29 professional therapists that work at 24 different schools in San Mateo and Santa Clara Counties.

We are looking for a financial and administrative professional to manage all the behind the scenes tasks necessary to keep the organization going. You would report to the agency’s founder and Executive Director. While we have been a virtual organization to date, we are in the process of setting up our own office in either Milpitas or San Jose. Below is a summary of the job responsibilities as they stand today. They will undoubtedly evolve as the business grows.

Financial Responsibilities
- Be the primary point of contact for our bookkeeping service
- Manage bimonthly payroll, working directly with CASSY employees, our payroll service and our bookkeeping service
- Manage invoicing and collection
- Monitor receivables and payables
- Prepare annual budget for Board review and approval
- Monitor and report on CASSY’s financial position
- Generate standard reports to track performance
- Calculate projected program costs for new business proposals

Administrative Responsibilities
- Handle all employee paperwork including W-4s and I-9s
- Oversee insurance coverage – liability and directors
- Manage employee benefits program
- Maintain HR manual
- Establish processes and procedures as the organization grows
- Process new employees
- Provide support to the employee recruiting process
- Maintain stats tracking spreadsheets on GoogleDocs
- Maintain and refine internal forms
- Manage grant tracker to monitor what grants are available and what the requirements are
- Maintain donor database
- Send thank you emails and letters to donors within 24 hours of donation

- Passion for CASSY’s mission and the work we do helping students navigate the sometimes choppy waters of childhood and adolescents
- 5+ years of strong financial management, budgeting and payroll management
- Enthusiastic and proficient computer user, preferably on a Mac
- Familiarity with Microsoft Office and Apple’s iWork suite
- Excellent written and oral communications skills
- Creative, professional and resourceful with the ability to work independently
- Ability to take initiative and manage multiple tasks and projects at a time

Salary and benefits commensurate with applicant’s experience.

About this company
Our mission is to de-stigmatize mental health services and make supporting students’ social and emotional well-being the norm in our...